Sponsored Programs Proposal Deadline and Fiscal Year End Reminders

Sponsored Programs would like to remind the BU research community of important upcoming dates and deadlines. Please reach out to your Pre- or Post-Award Officer with any questions.

Pre Award

The NIH summer deadlines (June 5, June 12, June 16,  July 5, July 12, July 16, August 8, etc) are upon us and these are always a high volume proposal time for Sponsored Programs (see the complete list of deadlines).

Your assistance in notifying us of your intention to submit a proposal for the upcoming deadlines and submitting the final proposal according to Boston University’s Proposal Submission Policy will help ensure a smooth and successful submission.

As a reminder, according to the submission policy we request all administrative components be finalized 5 business days before the deadline and the final and complete proposal be submitted to Sponsored Programs 3 business days before the deadline.  Proposals that become complete on the day of the deadline are at risk of not being successfully submitted given high volumes and system pressures.

Example

To meet the June 16 deadline, Sponsored Programs (SP) should receive:

1. All administrative components complete and final by Friday, June 9;
2. Final and complete proposal, including all final technical components, by Tuesday, June 13

Adherence to this timeframe will allow Sponsored Programs to conduct a thorough review of your proposal and submit it with enough time to address any unexpected system issues in advance of the deadline. As we get closer to the deadlines, we have experienced significant delays in receiving submission confirmations and system-wide crashes due to the sheer volume of proposals processed nationwide by grants.gov. Thorough review of proposals and submitting well in advance of the deadline will help mitigate these unexpected issues.

For all NIH proposals, please use ASSIST to develop your application.

We will review proposals as we receive them and will make every effort to submit each proposal, but we cannot guarantee a successful “on time” submission for proposals that do not adhere to the proposal submission policy. We will complete review and submission of proposals submitted on time before turning to proposals received after the submission policy guideline deadlines.

Thank you for your assistance and please feel free to reach out to your Sponsored Programs Pre-Award Officer to notify them of any planned submissions and or if you have any questions.

Award Set-Up

In preparation of fiscal year end, starting June 1st, the Award Maintenance team will be prioritizing reportable transactions until June 30^th. Reportable transactions include the following: New, Renewals, Continuations, Increments, and Supplements. Non-reportable transactions such as NCEs and Rebudgets will be worked on as time permits but are not guaranteed to be completed in June.

All transactions will return to a first in, first out basis starting on July 3^rd. if you would like to track the status of your award at any time, you can use the Award Setup Tracker.

Post Award

The Sponsored Programs (SP)-Post Award team wants to remind folks of the fiscal year end for FY23. While sponsored accounts don’t necessarily fall within the standard BU fiscal date range of July 2022 to June 2023, you should still try to account for the following:

• Do all salaries and non-salary expenditures look appropriate? Are there charges on your University Cost Center that should be on Sponsored Awards?
• Do you have an over expenditure that you need to move to your University Cost Center?

Important Dates to know:

• The Non-student Salary adjustment deadline is 5pm, Thursday, June 15^th.
• The Student Salary adjustment deadline for May or prior entries is 5pm, Tuesday, May 30^th.
• The Student Salary adjustment deadline for June entries is 5pm, Monday, June 12^th.
• The non-Salary Journal Entry deadline is Noon, Friday, July 7^th.

SP-Post Award must either approve or reject all journal entries by 5pm, Friday, July 7^th. No Journal Entries can roll over from FY23 to FY24.

Please see Fiscal Year End Webinar Slides for a complete listing of due dates.