Grant Application Internal Review and Approval Form

Routes a draft grant proposal through program, finance, executive, and board approvals before external submission, confirming institutional readiness at each stage.

Proposal Overview

• Proposal Title
• Funder / Sponsoring Agency
• Funding Opportunity Number / RFP Reference
  Enter the funder's solicitation or opportunity number if applicable.
• Grant Type
• Program Area / Department
• Principal Investigator (PI) / Project Lead
• PI Email Address
• Grant Manager / Submitting Officer
• External Submission Deadline
  Enter the funder's deadline. Internal approvals must be complete at least 72 hours prior.
• Target Date for All Internal Approvals
  Recommended: at least 5 business days before the external submission deadline.

Project Scope and Objectives

• Project Summary
  This summary will be shared with all approval levels. Write for a non-specialist audience.
• Proposed Project Start Date
• Proposed Project End Date
• Geographic Scope
• Partner Organizations (if any)
  Leave blank if this is a sole-applicant proposal.
• Draft Proposal Document
  Attach the most current draft of the full proposal narrative (PDF or Word).

Budget and Financial Review

• Total Direct Costs Requested ($)
• Indirect Cost (F&A) Rate Applied (%)
  Enter the negotiated rate per your institution's current NICRA or approved rate agreement.
• Total Indirect Costs ($)
• Total Project Budget (Direct + Indirect) ($)
• Does this grant require cost sharing or matching funds?
• Cost Share / Match Amount ($)
  Enter the institutional or third-party match committed. Identify the source in the field below.
• Cost Share Source and Authorization
• Budget Narrative / Justification Document
  Attach the detailed budget narrative (PDF or Word).
• Additional Notes for Finance Reviewer

Compliance and Risk Assessment

• Does the project involve human subjects research?
• IRB Protocol Status
  Select the current IRB status. Approval is not required at submission but must be in place before project activities begin.
• Does the project involve animal subjects (IACUC)?
• Are export controls (EAR / ITAR) potentially applicable?
  Applies to projects involving controlled technologies, foreign nationals, or international collaborators.
• Highest Data Security Classification Involved
• Does any key personnel have a financial or personal conflict of interest related to this proposal?
  Per 2 CFR §200.112 and institutional COI policy, all significant financial interests must be disclosed.
• COI Disclosure Details
• Other Compliance or Risk Considerations

Program-Level Review

• Program Reviewer Name and Title
• Strategic Alignment
  Does this proposal align with the organization's current strategic plan and program priorities?
• Alignment Justification or Concerns
• Staff Capacity
  Has the program confirmed that adequate staff capacity exists to execute this project if funded?
• Capacity Notes
• Program-Level Approval Decision
• Program Review Date
• Program Reviewer Signature
  Electronic signature confirms program-level review is complete.

Finance Review

• Finance Reviewer Name and Title
• Budget Accuracy
  Has the budget been reviewed for mathematical accuracy and alignment with the narrative?
• Budget Error Details
• Indirect Cost Rate Verified Against Current NICRA / Rate Agreement
• Post-Award Financial Sustainability
  Assess whether the organization can sustain any required ongoing costs after the grant period ends.
• Finance-Level Approval Decision
• Finance Review Date
• Finance Reviewer Signature
  Electronic signature confirms finance-level review is complete.

Executive Review

• Executive Reviewer Name and Title
• Authorized Organizational Representative (AOR) Authority
  Confirm that the signatory has AOR authority to bind the institution to the terms of this grant application.
• Does this grant require Board notification or approval per organizational policy?
  Typically required for awards exceeding a defined threshold or involving significant programmatic commitments.
• Executive-Level Concerns or Conditions
• Executive Approval Decision
• Executive Review Date
• Executive Signature
  Electronic signature constitutes institutional authorization. This signature may serve as the AOR certification for the external application.

Board Review

• Board Action Required
• Board Meeting Date (Actual or Scheduled)
• Board Resolution or Motion Number
• Board Approval Decision
• Board Minutes or Resolution Document
  Attach relevant excerpt from board minutes or signed resolution if available.
• Board Chair Signature (if required)
  Required only if Board Chair co-signature is mandated by funder or organizational bylaws.

Submission Certification and Final Checklist

• Pre-Submission Checklist
  Confirm all items are complete before certifying. All boxes must be checked.
• Final Notes or Outstanding Items
• Grant Manager Certification
  I certify that all information provided in this review package is accurate and complete to the best of my knowledge, that all required internal approvals have been obtained, and that the proposal is ready for external submission. I understand that submitting a grant application creates institutional obligations and that any material misrepresentation may result in disciplinary action.
• Grant Manager Signature
  Electronic signature of the grant manager completing this review package.
• Certification Date