Research Office

Determination of whether a proposal for a specific funding opportunity requires Office of Sponsored Projects (OSP)/Office of Industry Engagement (OIE) review and approval. 

The Preparation and Submission of Grant and Contract Proposals

• Researching the submission process for each particular submission, including rules, instructions, and funding guidelines 

• Meeting/conferring with the researcher to establish what items are needed for the proposal, including budget, research sections, biosketches, support letters, subcontract documents, assurance documents, appendices, and other documents, as needed 

• Creating a detailed proposal budget and budget justification 

• Preparing the grant application via the electronic submission portal for each sponsor and uploading the requisite documents (Cayuse for NIH, research.gov for NSF, or other system). 

• Editing proposal documents for formatting requirements 

• If a subcontract is proposed, contacting the subcontract organization to procure the requisite documents. 

• Creating an electronic Proposal Review Form (PRF) via UT's Research Management System (RMS) and filling out required information on behalf of the researcher 

• Coordinating the creation of system IDs and access, such as NIH eRA Commons IDs, RMS access, and Cayuse profiles via the OSP electronic ticket system  

• Coordinating with OSP or OIE regarding the status of the proposal and OSP approval 

• Submitting the proposal, depending on the submission system, or ensuring that OSP submits, if required.   

• Being an advocate for the PI 

Tasks Prior to Funding

• Checking on the status of proposals that have been submitted via the eRA Commons system, or other systems, when available 

• Coordinating with the researcher to prepare JIT documents for NIH submissions that are likely to be funded.  

• Working with OSP or OIE to coordinate the facilitation of funded proposals 

• Submitting SmartForms via the UTRMS Suite for contracts and agreements (non-federal) 

• If the scope of work (SOW) or budget has been changed by the sponsor from the original proposal and the grant is not yet active, working with the researcher to revise the SOW and budget, as well as provide other revised required docs to the sponsor. 

Cradle to grave grant support (from set-up through payment): 

• Consultants 

• Tango 

• Travel  

• Subawards  

Financial reporting of grant activity: 

• Provided to PI and department/center contact throughout the life of the grant 

• To be included with annual or final progress reports, based on grant requirements 

• Specialized reports upon request from college leadership 

• Expenditure reports and/or projections to PI, OSP/SPAA, sponsors 

• Provided for faculty merit review 

Ensure grants are in compliance with grant rules, UT policies, and Uniform Guidance 

• Review and approve grant related expenditures and actions (ie. buyouts/FRLs, cash advances, business contracts) 

• Provide guidance to PI/department contact on grant related expenditures or planned purchases 

Personnel related: 

• Preparation of summer salary allocations for PIs and key personnel 

• Oversee Salary Compensation Review conducted tri-annually per UT policy 

• Assist with costing allocations, as well as, review and approve all costing allocations with grant activity 

• Assist with preparation of the Faculty Request for Leave forms for grant buyouts, as needed 

Serve as a liaison between PI and OSP, SPAA, and sponsors 

• Assist with providing support and/or respond to inquiries regarding invoicing, rebudgeting requests, receivable issues, grant expenditures, etc. 

• Requesting credit, if needed, when an award has been made, but funding has not yet arrived 

• Requesting no-cost extensions and amendments 

Calculate the IDC Return distribution for the college upon receipt from the OVPR 

Both Pre and Post Award

• Coordinating with the researcher to prepare Progress Reports for funded NIH/NSF grants 

• Coordinating with the researcher to submit NIH/NSF grant Closeout Reports 

• Data Use Agreement (DUA), Memorandum of Understanding (MOU), and Confidential Data Control Plan (CDCP) creation and implementation for unfunded agreements, as well as funded agreements that might require a DUA/CDCP 

• Assist with determining whether funding is sponsored research or a gift