Late proposal exceptions

LAS policy and process for late proposal exception requests (Effective July 1, 2026)

Purpose

To establish a transparent and consistent process for requesting exceptions to the SPA proposal submission timeline under the new voucher-based system for late submissions.

Policy overview

All proposals must be submitted to Sponsored Programs Administration (SPA) in accordance with campus timelines.

• Standard expectation: Final proposal materials must be ready in time to meet SPA deadlines.
• Late submissions are limited: Beginning July 1, 2026, late proposal exceptions are governed by a finite number of college-level “vouchers.”
• Approval is rare and selective: Exception requests will be approved only under compelling circumstances, and voucher use is managed strategically across LAS.
• Final authority: The Dean of LAS holds final approval authority for the use of vouchers (delegable to the Associate Dean for Research).

Importantly:

• A minimum of three business days prior to the SPA submission deadline is still required for proposals needing OVCRI signature or certification.
• Approval of an exception does not guarantee acceptance by SPA or the sponsor.

Planning your timeline

To support timely submissions and reduce the need for exceptions:

• Faculty and units are strongly encouraged to use the SPA deadline calculator to determine internal submission timelines:

SPA Proposal Deadline Calculator

• For proposals submitted through the LAS Office of Research, units should plan to provide final proposal materials at least three additional business days in advance of the SPA deadline.
  • Sponsor deadline: Day 0
  • SPA deadline: ~4 business days prior
  • LAS internal deadline: ~7 business days prior

Example:

Early planning is essential given the limited availability of exception vouchers.

LAS process for requesting an exception

Step 1: Submit a request

Faculty PIs, in coordination with their unit grant support staff, must submit an exception request through the LAS Office of Research form:

Submit Late Proposal Exception Request

Requests should be submitted as soon as the need is identified and must include:

• Sponsor deadline
• Explanation for the late request
• Status of proposal materials
• Any relevant supporting documentation
• Identification of unit grant personnel

Step 2: LAS Office of Research review

The LAS Office of Research will conduct an initial review to:

• Confirm completeness of the request
• Evaluate alignment with LAS prioritization criteria
• Assess timing feasibility relative to SPA requirements

Requests may be returned for clarification if needed.

Step 3: College-level review and approval

Requests will be routed for consideration as follows:

• Relevant Area Associate Dean(s) — included for awareness
• Associate Dean for Research (ADR) — formal review and recommendation
• Dean of LAS — final approval decision

Step 4: Decision and next steps

• The PI and unit will be notified of the decision by LAS Office of Research.
• If approved: 
  • The approval must be uploaded in MyProposals as an attachment labeled:
    “Late Submission Policy Exception.”
  • The proposal may proceed through the standard SPA submission process.
• If not approved: 
  • The proposal may not proceed for submission to SPA.

Prioritization criteria (voucher use)

Because vouchers are limited, LAS applies a consistent framework to guide decisions.

Priority may be given to:

• Sponsor-driven changes or late-breaking opportunities
• Circumstances outside the control of the PI or unit
• High-impact proposals where timing constraints were not reasonably avoidable

Lower priority will be given to:

• Internal delays or planning gaps
• Failure to follow established timelines
• Repeat late submissions from the same PI or unit

Important notes

• Submission of a request does not guarantee approval.
• LAS monitors voucher usage across the fiscal year to ensure equitable distribution.
• Faculty and units are expected to plan proposal development timelines accordingly and minimize reliance on exception requests.

Contact

For questions, please contact the LAS Office of Research:
las-research@illinois.edu