NSF Electronic Systems | MIT Research Administration Services

The NSF uses two different electronic systems (FastLane and Research.gov) for processing various kinds of electronic transactions, such as Letters of Intent, Proposals, No Cost extensions, and PI Transfer requests. Most of these transactions require RAS approval to submit to the NSF, but there are a few exceptions which can be submitted directly by the PI.

We know this can be confusing, so we have created the matrix below to clarify which electronic system you should use to prepare each type of NSF request, and what the Department administrator will need to submit to RAS in order to complete the submission.

Proposal Functions:
- Letters of Intent, Preliminary and Full Proposals
- Revise a Submitted Proposal
Award Functions:
- Supplemental Funding Request
- Notifications & Requests:

Proposal Functions: Letters of Intent, Preliminary and Full Proposals

Description	NSF Submission Site	RAS Role	How to notify RAS to take action	Subject to 5-day review policy
Letters of Intent (LOI): when institutional approval is required by the solicitation Instructions may describe state “Authorized Organizational Representative (AOR)” or “Sponsored Projects Office (SPO)”	FastLane	Review and Submit	Submit “pre-proposal” in Kuali Coeus, preferably 5 days in advance of the NSF deadline if the LOI is binding. If the LOI is not binding, then please notify your CA to process it	No
Letters of Intent (LOI): when institutional approval is not required by the solicitation	FastLane	None	N/A	N/A
Preliminary Proposal	FastLane	Review and Submit	Submit “pre-proposal” in Kuali Coeus, preferably 5 days in advance of the NSF deadline.	No
New full Proposals	FastLane or Grants.gov	Review and Submit	Submit “New” proposal in Kuali Coeus	Yes
Renewal full Proposals	FastLane or Grants.gov	Review and Submit	Submit “Renewal” proposal in Kuali Coeus	Yes

Proposal Functions: Revise a Submitted Proposal

Description	NSF Submission Site	RAS Role	How to notify RAS to take action	Subject to 5-day review policy
Revise Submitted Proposal budget	FastLane	Review and Submit	Submit “Budget/SOW update” in Kuali Coeus	No
Proposal File Update: when statement of work significantly changes or additional senior personnel are added to the proposal	FastLane	Review and Submit	Submit “Budget/SOW update” in Kuali Coeus	No
Proposal File Update: when Statement of Work is not significantly revised and no senior personnel are added	FastLane	Review and Submit	Minor revisions may be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.	No

Award Functions: Supplemental Funding Request

Description	NSF Submission Site	RAS Role	How to notify RAS to take action	Subject to 5-day review policy
Supplemental Funding Request	FastLane	Review and Submit	Submit “Supplement” in Kuali Coeus	Yes

Notifications & Requests: Budget and Period of Performance Changes

Description	NSF Submission Site	RAS Role	How to notify RAS to take action	Subject to 5-day review policy
Grantee-Approved No-Cost Extension	Research.gov	Review and Submit	May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval. Provide at least 10 days in advance of award expiration.	No
First NSF-Approved No-Cost Extension	Research.gov	Review and Submit	May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval. Provide at least 45 days in advance of award expiration date	No
Second NSF-Approved No-Cost Extension	Research.gov	Review and Submit	May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval. Provide at least 45 days in advance of award expiration date	No
Pre-award Costs in Excess of 90 Days	Research.gov	Review and Submit	May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.	No
Subawarding, Transferring or Contracting Out Part of an NSF Award (ie. add a new subaward)	FastLane	Review and Submit	Submit “Progress Report” in Kuali Coeus with proposed budget changes and subawardee information	No
Salaries of Administrative or Clerical Staff	Research.gov	Review and Submit	May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.	No
Travel Costs for Dependents	Research.gov	Review and Submit	May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.	No
Rearrangements / Alterations (Construction)	Research.gov	Review and Submit	May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.	No
Reallocation of Funds for Participant Support Costs	Research.gov	Review and Submit	May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.	No
Additional categories of participant support costs other than those described in 2 CFR § 200.75 (such as incentives, gifts, souvenirs, t-shirts and/or memorabilia)	Research.gov	Review and Submit	May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.	No
Change to cost sharing commitments reflected on Line M of the NSF award budget	By Letter	Review and Submit	Submit “Progress report” proposal in KC including revised budget.	No

Notifications & Requests: Changes to PI(s), Institution(s), Methods, or Scope

Description	NSF Submission Site	RAS Role	How to notify RAS to take action	Subject to 5-day review policy
PI Transfer: An award made to another institution transferring to MIT	FastLane	Review and Submit	Submit “New” in Kuali Coeus	Yes
PI Transfer: An award made to MIT transferring to another institution	FastLane	Review and Submit	Minor revisions may be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.	No
Subawarding, Transferring or Contracting Out Part of an NSF Award (ie. add a new subaward)	FastLane	Review and Submit	Submit “Progress Report” in Kuali Coeus with proposed budget changes and subawardee information	No
Change of PI: Withdrawal of PI/PD or co-PI/co-PD	Research.gov	Review and Submit	PI withdrawal may be submitted to RAS via email or RAS service tracker if an existing PI or Co-PI will remain on the project. Include confirmation of both withdrawing and remaining PI(s) and DLC approval.	No
Change in Person-Months Devoted to the Project	Research.gov	Review and Submit	May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.	No
Long-Term Disengagement of the PI/PD or co-PI/co-PD	Research.gov	Review and Submit	May be submitted to RAS via email or RAS service tracker with confirmation of PI and DLC approval.	No
Change of PI: Substitute (Change) PI/PD or co-PI/co-PD	FastLane	Review and Submit	Removal or re-organization of existing PIs/co-PIs may be submitted to RAS via email or service tracker	No
Change of PI: Addition of co-PI/co-PD	FastLane	Review and Submit	Submit “Supplement” proposal in Kuali Coeus – any new PIs must complete certification.	No
Significant Changes in Methods or Procedures	Research.gov	None	No RAS action, but please provide copy to RAS by email for our records. Include confirmation of PI approval.	No
Significant Changes,Delays or Events of Unusual Interest	Research.gov	None	No RAS action, but please provide copy to RAS by email for our records. Include confirmation of PI approval.	No
Change in Objectives or Scope	Research.gov	Review and Submit	Route in KC as Budget/SOW update.PI certification requiredAnswer “Yes” to significant changes.	No

Notifications & Requests: Conflicts of Interest and Cost Sharing

Description	NSF Submission Site	RAS Role	How to notify RAS to take action	Subject to 5-day review policy
Annual & Final Cost sharing notification	FastLane (Notifications & Requests)	Prepare and Submit	PI & DLC are responsible for reporting Cost sharing expenditure totals to RAS via email or RAS service tracker no less often than annually.	No
Conflicts of Interest that cannot be satisfactorily managed, reduced or eliminated and research that proceeds without the imposition of conditions or restrictions when a conflict of interest exists	Research.gov	Prepare and Submit	RAS conflict of interest officer will determine if this notification is required	No