Grant Submission in Research Administration: A Step-by-Step Pre-Award Guide

The grant submission process is far more complex than simply following proposal instructions. In research administration, the pre-award phase involves coordinating compliance, budgeting, institutional approvals, and sponsor requirements to ensure a grant proposal is accurate, complete, and submitted on time.

Grant Submission in Research Administration

This is a step by step overview of the grant submission process, highlighting the vital role Research Administrators play at every stage. While submitting a proposal may sound as simple as reading and following instructions, the reality involves detailed coordination, checking for compliance, and thoughtful planning. The pre award phase, commonly known as the proposal submission process, requires close collaboration between the Principal Investigator, the Sponsored Programs Office, and the Research Administrator to ensure all components are prepared and submitted correctly. Research Administrators serve as essential partners to the Principal Investigator, ensuring that proposals are accurate, complete, and submitted on time in accordance with both sponsor and institutional requirements.

Step 1: Identify a Funding Opportunity & Confirm Eligibility to Apply

The grant submission process typically begins with a request from a Principal Investigator, ideally accompanied by a link to the funding opportunity or proposal instructions. Principal Investigators often refer to all external funding as “grants.” However, not all external funding is considered a grant, so it is important to first determine if the proposed funding qualifies as a Sponsored Project, Gift, or Business Contract. Sponsored projects involve specific deliverables to the sponsor, defined performance periods, audit provisions, and the return of unspent funds. Gifts carry no deliverables or reporting obligations and may be tax-deductible. Business contracts involve procurement of goods or services and include consulting agreements, equipment rentals, or clinical trial arrangements. Correct classification is essential for applying the appropriate institutional process.

Next, confirm both institutional eligibility (e.g., public university, MSI status, small business designation) and Principal Investigator eligibility based on sponsor and institutional policies. Most sponsors also require institutions to be registered in platforms such as SAM.gov, Grants.gov, or NIH eRA Commons, to submit a grant proposal. 

Step 2: Review Proposal Guidelines & Set Timelines

Proposal guidelines provide critical information about submission deadlines, funding limits, indirect cost rates, and required documents. A thorough review helps prevent delays, ensure compliance, and reduce last-minute stress.

Ideally, Principal Investigator should provide at least one month’s notice before the sponsor’s deadline. Confirm the due date, submission platform, and allowable costs. Request details such as key personnel and their effort, subawards, project title and dates, a draft of the abstract, and any compliance issues (e.g., vertebrate animals, human subjects, hazardous materials) from the Principal Investigator. Use this information to build internal deadlines and account for time-sensitive factors like subawards, departmental approvals, holidays, or Principal Investigator availability.

Step 3: Prepare the Proposal Components

The Research Administrator’s role in assembling the application packet depends on the needs and experience level of the Principal Investigator. Early communication with the Principal Investigator is essential. Clarify the level of support they will need: Have they submitted a grant before? Will they upload attachments, or will they need your help with that process? Establish a clear timeline, including the proposal’s due date and when all components will be ready for submission. Be aware of any scheduling constraints the Principal Investigator may have during the submission week, such as travel, clinical duties, or other time commitments. Create a proposal checklist outlining required documents, assign responsibilities for each item, for example bio sketch, abstract, and budget, and set internal deadlines to ensure nothing is missed. Finally, agree on the best method of communication, such as email, text, or phone, and consider setting up regular check ins to stay aligned throughout the process.

Preparing the budget is a key responsibility of the Research Administrator and includes several components. Direct costs are expenses directly tied to the project, such as salaries, fringe benefits, supplies, travel, equipment, consultants, participant support, and other project-specific needs. These must be allowable, allocable, and reasonable per sponsor and institutional guidelines. Indirect costscover general administrative expenses and are applied as a percentage of direct costs using federally negotiated rates or per sponsor guidelines. Cost sharing, when required, must be clearly documented and funded by institutional resources. For proposals with subawards, each institution must provide a scope of work, budget, and justification. It is helpful for the lead Principal Investigator and the subaward Investigator to agree on the dollar amount of the subaward early in the process. Expect multiple budget revisions, and work closely with the Principal Investigator to refine the budget to fit sponsor guidelines.

Step 4: Institutional Review and Internal Approval

Check your institutional guidelines for the internal process approval. Route the completed proposal through your institution’s internal process for review and approval. This must be done before submission to the sponsor. The Sponsored Programs Office will review the proposal focusing on compliance and budget items. The Research Administrator is responsible for coordinating responses to any follow-up questions or required adjustments.

Step 5: Submit Proposal to the Sponsor

Once approvals are in place, the Sponsored Programs Office submits the proposal to the sponsor. Verify receipt of the proposal submission confirmation notification. Be sure to thank the Sponsored Programs Office and congratulate the Principal Investigator on a successful proposal submission. Take a moment to reflect on the process, noting what worked well and what could be improved. Each proposal submission is an opportunity to strengthen relationships with the institutional partners involved in the pre-award process.

In Summary: The Research Administrator’s Role

Research Administrators are vital to the grant submission process. Key responsibilities include:

• Budget Development – Preparing accurate budgets, justifications, subaward coordination, and cost-sharing documentation.
• Managing Institutional Approvals – Routing proposals through internal review to meet sponsor and institutional requirements.
• Coordinating Submission – Ensuring all proposal elements are completed, compliant, and submitted through the correct platform.

By managing the administrative complexities of proposal development, Research Administrators allow Principal Investigators to focus on what they do best, the science. From early planning through final submission, their behind the scenes work ensures that proposals are not only complete and compliant, but also competitive. With careful coordination, clear communication, and strong partnerships, Research Administrators play a critical role in turning research ideas into funded projects.

Continue Exploring Research Administration 

What is Research Administration? explains how research administrators manage the full grant lifecycle, including proposal development, compliant budgeting, post-award financial oversight, and regulatory compliance, while serving as essential partners who enable researchers to focus on innovation and discovery.

Post Award Management explains the post award phase, outlining how Research Administrators manage sponsored awards from Notice of Award through closeout by overseeing financial management, compliance monitoring, reporting requirements, subaward oversight, and institutional coordination to ensure funds are used responsibly and in accordance with sponsor and institutional policies.

Research Administration as a Career shares why research administration is a rewarding and growing profession, highlighting its intellectual variety, opportunities for specialization and professional growth, and the meaningful impact it has on advancing research and innovation.

If you are interested in learning more the RAD (Research Administration Demonstration) Series offers free online educational sessions. New Research Administrators can use it as part of onboarding, while experienced professionals can leverage it for continued learning or a refresher.