Routing Policy

As required by University of Iowa Policy Manual section V.5.2 all external funding requests and related documents (i.e. proposal, budget, and sponsor-required materials) must be routed through departmental, collegiate, and institutional channels before submission to an external sponsor. The Division of Sponsored Programs (DSP) must receive the complete proposal and routing form at least five working days prior to the sponsor deadline. No exceptions are allowed. PIs and Departmental Administrators are responsible for monitoring routing progress. Click here to initiate a routing form.

The routing requirement applies to:

  • Preliminary applications, including letters of intent, white papers, or similar documents, that include a detailed budget, require an institutional signature, and/or submission by DSP.
  • Full applications that represent new, revised, competitive renewal, or supplemental funding requests.
  • Non-competitive renewal applications/progress reports that include a budget, require an institutional signature, or require DSP to submit in an e-submission system.
  • New and renewal contracts, including subawards and non-monetary agreements.
  • Incremental-funding contract amendments reflecting a change in the original estimated total cost or a change in the statement of work.
  • Budget revisions.
  • Changes to Project Director/Principal Investigator.
  • Other actions requiring institutional approval.
  • Administrative changes or other actions as requested by DSP. 

*Due to the potential volume, concerns noted in review, technical difficulties with online systems, and other possible complications, applications failing to meet the internal routing deadline may receive limited or no review, or miss the sponsor’s deadline.

*DSP/UI reserves the right to administratively withdraw the proposal if critical issues are later identified, and the PI’s department will be responsible for any financial costs, including direct and F&A costs, that were excluded from the proposal or proposed or calculated incorrectly. There are no central UI funds available to cover such costs. 

Departmental Considerations

  • It is the responsibility of departments and orgs to create and update workflow paths associated with the routing form.  
  • Would the proposed project interfere with the total effort expected of the faculty or staff member and/or the responsibilities for which that person is paid?
  • Would the proposed project require an adjustment in the participant's teaching load?
  • Would the proposed project involve human subjects, vertebrate animals, hazardous materials, or other issues requiring compliance with federal guidelines?
  • Would there be sufficient facilities and equipment available to support the proposed project?
  • Would the proposed project involve a cost-sharing commitment at the departmental level?
  • Would the proposed project fit within the department's overall objectives?

After review, the department will add its authorizing signature to the Routing Form and the routing will move forward, seeking approval through the collegiate dean's office.

Collegiate Considerations

  • It is the responsibility of departments and orgs to create and update workflow paths associated with the routing form.  
  • Have the above judgments been made at the departmental level?
  • Would a commitment of University funds, if required in support of the project, be consistent with collegiate objectives?
  • Would the proposed project be considered worthy in terms of collegiate objectives?
  • Does the proposed budget fully and appropriately document the project costs?
  • After review, the college will add its authorizing signature to the Routing Form and the routing will move forward to the final step, reaching the Division of Sponsored Programs for review and authorization.

Division of Sponsored Programs Review

The DSP provides the final review and authorizes the application for submission on the institution's behalf. Specifically, the DSP:

  • Reviews the Routing Form and application/documentation in relation to institutional concerns and administrative issues, with particular attention to budgetary matters, effort commitments, cost-sharing requirements, institutional information, institutional resources, conflicts of interest, export control issues, and other assurance/compliance issues, and ensures the required signatures are in place for principal investigator(s), department(s), and college(s).
  • Reviews the application/documentation in relation to sponsor requirements, with the goal of forwarding complete, compliant, competitive applications/documentation that merit full consideration.         
  • Authorizes the application/agreement on the University's behalf, providing an institutional signature when required.
  • Completes the submission when required by the sponsor or requested by the principal investigator.
  • Establishes and maintains application- and agreement-specific records in a computerized tracking system, providing various campus offices and the State Board of Regents with reports of applications submitted/awards received.