UTD Proposal Submission w/ UTSW Sub Work Flow Proposal Submission Award Request Cost Center Office of Finance If human subjects in proposal, contact Saki McCallister x4577 in IRB If vertebrate animals in proposal, contact Sanaz Okhovat x4579 in IACUC Conflict of Interest, disclosure needed - contact Conor Wakeman x4718 If question re: Export Control, contact Sanaz Okhovat x4579 Cert Forms (on OSP website) require signatures from PI, co-pi Dept Head Dean OVPR Export Control form (on OSP website) Send URL or paper solicitation to OSP Contact Emily Lacy x4572 to let her know you want to submit grant on which a UTSW collaborator is involved Your OSP Grants Specialist will review application for compliance with sponsor guidelines, Emily is point person for all questions re: collaborative submission Emily will contact Arriel Stevens (214-648-4139) at UTSW to obtain its PI s Statement of Work; budget and letter of commitment signed by UTSW institutional official If grant application is ready for online submission, OSP will submit to sponsor If grant proposal is awarded, your OSP will enter award budget information into PeopleSoft (Proposal Module) OSP Grants Specialist will forward Notice of Award (NoA) or fully executed agreement to Emily Lacy, who will, in turn, review. Emily will negotiate the subaward with UTSW. If an award from a federal sponsor, FDP templates will be used. If not from federal sponsor, UT System consortium or CPRIT contracts to be used Once budget received from OSP, Office of Post-Award Management (OPM) will submit a request via PS Forms for a cost center OPM will set up bill plan Budget gets posted to KK; can view budget in Budget Overview Accounting and Reporting sponsor assignments: Chantele Bell x2677 Steven Martyn x4831 Vicky Nguyen x6266 Sunny George x4832 Stephanie Williams x2637 or Kyra Detwiler x4702 will generate the cost center and email the information to Lesley Stephenson x4837, William Old x4356, or Natasha Hinton x2315 OPM will communicate this information to Rebecca Everett x4313 and OSP Ms. Everett will send an award notice announcement to the PI, School Fiscal Officer, the PI s Administrative Assistant
Proposal Work Flow PI contacts Emily Lacy x- 4572 when they have identified a solicitation (RFP, BAA, PAR) to respond to Proposal is entered into PeopleSoft (Proposal Module) by faculty member s Grants Specialist. Emily Lacy will contact her counterpart at UTSW to inform her of the proposal submission and obtain SOW, budget and Letter of Commitment PI completes the proposal and submits a final version to at least 4 business days prior to deadline will submit application prior to submission deadline. Prior to submission of the final version of the application, Grants Specialist will need to verify receipt of the CERT and Export Control forms. UTSW Subaward information will be included in final grant submission will review proposal for administrative, technical, financial, research compliance, and in accordance to sponsor guidelines will followup to confirm submission was complete. Any errors will require resubmission of application prior to deadline. will forward copy of completed application to UTSW Grants Specialist
Award Acceptance Work Flow OSP will receive Notice of Award (NoA) from sponsor Award documents take many forms depending upon the type of sponsor and project These documents require review and signature by the Authorized Organizational Representative (AOR). OSP reviews the terms and conditions of every award received. Federal awards usually have predetermined Terms and Conditions. However, negotiations may be required. will review for research compliance (e.g. COI, IRB, IACUC, etc.) approvals. Send to Emily Lacy for review. Emily will issue subaward to UTSW in compliance with NoA will enter budget details in PeopleSoft (Proposal Module), upload the NoA in the attachments section, and ensure award title and project dates match. will process NoA requiring AOR signature (a.k.a. OSP Director) and/or counter signature from the sponsor Non-federal awards normally require negotiations, especially with industrial sponsors. Negotiations are coordinated between OSP, sponsor, PI, and as appropriate, the UT System Office of General Counsel. Emily will negotiate subaward with UTSW use FDP templates for federal subawards. This should occur as soon as possible after receipt of NoA Contact for UTSW is Arriel Stevens 214-648-4139 OSP will generate an email award announcement sent to the PI, his/her Administrative Assistant, and the School Fiscal Officer PI will need to sign and return the New Award Notification to show s/he has reviewed the terms and conditions of the award
UTSW Proposal Submission w/utd Sub Workflow Proposal Deptcontact for respective PI creates a funding proposal in egrants and uploads all necessary compliance documents Submission reviews information and requests changes, if necessary Once application is AOR approved egrants automatically submits application to grants.gov if the proposal is with the government agency All other proposals are submitted according to sponsor instructions Deptcontact submits all information including compliance approvals, proposed budget, SOW and signed LOI to egrants. notifies Contract Specialist Arriel Stevens (214 648 4139) to prepare subaward documents to send to UTD Contract Specialist begins processing subaward documents Award Once grant is awarded, the department makes changes to budget if necessary reviews the budget and request changes if necessary The NOA or fully executed agreement is uploaded to egrants The initiates the New Award Setup The budget is reconciled pushes the app to PeopleSoft Post Award Research Accountant Pod 5 sets up the subledger and notifies the department and Department submits a detailed budget and Contract Request form Subaward can be routed for signature
UT Southwestern Proposal w/ UTD Subcontract Workflow Dept drafts proposal and submits proposal to egrants Department reviews and approves the proposal for Pod 5 reviews proposal and request changes if necessary If the proposal is a subcontract, Grant Specialist will contact Contract Specialist (Arriel Stevens) to began processing the subcontract PI attaches final science (if applicable) and completes PI assurances The Research Accountant for Pod 5 is notified through egrants to set up the account The NOA is uploaded to egrants and the proposal is moved to Reconcile Awarded Budgets Once the budget is reconciled it is sent to PeopleSoft Once all necessary parties approve the proposal it will move to Pending Sponsor Review The proposal moves to AOR review for approval Research Accountant notifies the department and the that the account has been set up Dept. submits a contract request form and detailed budget to the Contract Specialist (Arriel Stevens) Contract Specialist encumbers funds in Peoplesoft Contract Specialist edits the Template and routes the contract for approvals and signature Deadlines All non science items in a typical application must be submitted for review via egrants two weeks (14 calendar days) prior to the denoted agency deadline date. Science sections are due no later than 3 days prior to agency deadline