5/3 Day Rule

Proposal Submission Deadlines

All proposals must be electronically received by RG&C no later than 9:00 am five (5) business days before the sponsor proposal deadline date. This includes the following documents in final form:

  • Budget
  • Budget justification
  • Fully executed routing form
  • All supporting documentation from proposed subcontractors, if applicable
  • All other required documents per the solicitation
  • Draft copy of the project narrative

All parts of the proposal, except the proposal narrative, must be in final form five (5) business days before the sponsor proposal deadline date. If any of these are not in final form, your proposal is considered late.

By Day 3, RG&C will return any correction memos to the PI. A PI can continue to refine the draft proposal narrative, summary and reference, but it must be received in final form by RG&C no later than 9:00 a.m. two (2) full business days before the proposal deadline date. This will allow RG&C personnel to do a thorough review of your final documents prior to submission. This also allows sufficient time for the submission process. For example, grants.gov recommends that proposals are submitted 2-3 days prior to the official deadline to avoid any problems that the system may encounter. Many other electronic submission portals are recommending the same. On Day 1, the day prior to sumbission due date, RG&C is authorized to submit the proposal without further review.

Proposals that Meet the Five Day Deadline

RG&C personnel will do a thorough review of your proposal documents. This includes: budget, budget justification, supplementary documents, and comparison of project narrative against the RFP or program solicitation to assure all requirements have been met. Receiving the proposal within the deadline allows us to make appropriate corrections and work closely with the PI to assure the proposal is in the best shape possible prior to submission. These proposals will be given priority over proposals that arrive late.

Late Proposals

Proposals that do not meet the five (5) business day deadline (which includes submission of all final documents as listed above) will be reviewed as time allows. A proposal submitted late to RG&C will not be given priority. If there is insufficient time for a complete review of a late proposal, RG&C is not responsible for the compliance of the proposal documents. In these cases, the PI will assume responsibility for the proposal being returned without review by the sponsor or any delays in award setup stemming from the late proposal.

Reminder: The five (5) business day deadline required by RG&C is 5 days from the day the proposal reaches the RG&C office, which is after it has been approved by all the departments and dean’s office associated with the proposal. It is the PI’s responsibility to allow sufficient time for this review to occur. Some dean’s offices require 2 weeks to review and approve proposals (in addition to the 5 business days for RG&C). We recommend that you check with your department heads and dean’s offices and plan accordingly.

Remember all parts of the proposal, except the proposal narrative must be in final form five (5) business days before the proposal deadline date. If any of these are not in final form, your proposal is considered late.