Grant Development and Submission Checklist
Proposal Routing
- Attach fully completed UTIA Document Review/Approval Sheet and UTIA Budget Worksheet to the proposal. Each PI (proposing individual) 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 budget. The Research & Education Center Grant/Contract Cost Determination & Approval Form (UTIA-002) 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 AgResearch, the proposal needs to be approved by both deans’ offices.
- Dean’s office will forward to vice president for approval.
- Proposal is entered into COESUS (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 Missy Kitts 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.
October 2005