Grant Development and
Submission Checklist
UT Extension
October, 2005
Proposal Routing
- Attach fully completed UTIA
Document Review/Approval Sheet and UTIA
Budget Worksheet to Proposal. Each PI that is part of the Proposal
should sign the UTIA Document Review/Approval Sheet.
- If the proposed activities use branch station assets or services,
the PI must work with appropriate Superintendents to estimate station
costs for the project and incorporate them into the budet. The Branch Station Grant/Contract Cost Determination & Approval (UTIA-002) form
must be completed and signed by the appropriate superintendent(s).
- If the Proposal includes all or part of the PI(s) base UT salary and
fringe benefits enclose the Faculty
Incentive Plan Application.
- Forward to department head(s) for approval. Each PI’s department
head should have a copy of the Proposal. Also, the lead PI’s bookkeeper
should have a copy.
- After approval by department head forward to the Dean’s office
for review and approval. If the PI’s on the proposal are both Extension
and Experiment Station, the proposal needs to be approved by both Deans’
Offices.
- Dean’s office will forward to Vice President for approval.
- Proposal is entered into Coeus (Sponsored Research Program).
If the proposal is rejected please notify the bookkeeper for your department
and also the Dean’s office (or offices) either by email or a copy
of the rejection letter.
If the proposal is approved the contract is then processed, as outlined
below.
Contract Routing
- Attached fully completed
Contract Review Form and Contract
Certification Form to contract. At least one original and three
copies are needed for review. If the agency requires more than one original
to be returned upon completion, please make the appropriate number of
copies.
- Forward to Department Head for approval. (Make sure bookkeeper has
a copy.)
- After approval by Department Head forward to appropriate Dean’s
office(s) for review and approval.
- Dean’s office will forward to Vice President for approval.
- Dean’s office will return contract to department for agency approval.
If the contract is complete once the Vice President has approved, the
original is forwarded to the Treasurer’s Office for the official
University files and the remaining copies are returned to the department.
- A copy of the completed contract is sent to Sheri Burnette. She assigns
a new account number and notifies the PI, department bookkeeper, department
head, Tim Fawver and Sandie Morton by e-mail.
If deadlines are given on proposals and contracts please take into account
the number of offices that need to review and sign the forms. It is unusual
to catch everyone on the above list in their offices on the same day which
makes it very hard to walk these forms through the process. It takes time
for review.
Some contracts do not require proposals. If grant or contract money is
awarded to the University without a proposal, a UTIA Document Review/Approval
Sheet with UTIA Budget Worksheet needs to be submitted when the contract
or grant is processed.
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