Forms

These documents are for internal use. Sponsor guidelines dictate which are required to complete your proposal packet. The Office of Sponsored Programs will assist in completing the information required.

Pre-Award Checklist

Proposal Transmittal Form (OSP-001) - This Proposal Transmittal Form (OSP-001) must be completely filled out.  It must have all required signatures.  The packet for OSP review is not complete without this document having all required signatures.

Research Themes - Select three (3) research themes from the list for inclusion on the transmittal form.Select three (3) research themes from the list for inclusion on the transmittal form.

Budget Template - Excel spreadsheet template provided by OSP.  Multi-year project have built-in escalation factor.  Staff Benefit and Leave Rates automatically calculate based on Job Classification. Please provide the excel file format of your budget to OSP for use during the review process.

Budget Justification Template - The budget narrative must describe the benefit to the project of all project expenses. Itemize budget amounts in the narrative, as included in the budget spreadsheet. The figures in the two separate documents need to match. Please provide your word document file to OSP for use during the review process.

Match/Cost Share Form - Does your project require matching or cost sharing as a condition of funding?  Documentation from the funding agency regarding the required match is to be provided with the match form.  Explanation of how match will be satisfied from internal and external sources makes up the text of this form.

F&A Exemption Form (Indirect Waiver) - Does this project pay an F&A rate that is less than UAA's Federally Negotiated F&A Rate?  This form should be completed.  Documentation from the agency of the limitation on F&A must be included in this packet.

PI Exemption Form - If the Principal Investigator for the project is not a tenure track/tenured faculty, this form will need to be submitted for consideration by the Vice Provost for Research.

Cost Accounting Standards Exemption Form - If charges that would normally not be allowed by our UAA DS-2 Statement, an explanation of unlike circumstances needs to be completed using the Cost Accounting Standards Board Exemption Form.  Please note that the last signature on this form is that of the Controller at the University of Alaska Statewide. UAA must forward all exemption forms to the Statewide Office of the Controller for consideration.  This additional approval should be factored in to your application submission timeframe.

Subrecipient Commitment Form - Will UAA be using a subrecipient to complete a portion of this project?  If so, the Subrecipient Commitment Form is required as part of the proposal packet.

Vivarium Request Form - Will your project be using the Vivarium at UAA?  Has this project been vetted by the IACUC?  Coordination with the Office of Research Integrity and Compliance will be required.

Here are forms and instructions required to administer sponsored project awards.

60-Day Cost Transfer Justification Form - This form is to be used when costs are being transferred to a grant more than 60 days after the costs have posted to Banner. The cost transfers must be supported by documentation that contains justification for the transfer.

Assumption of Liability Form - This form should be submitted to facilitate advance spending on an account while an award is being negotiated. The request will be considered based on an intent to award from a sponsoring agency.

Banner Fund Form - This form is used to compile the information needed for a fund number set-up and data entry in Banner. The different attributes affect the way that a fund number records the posted costs in Banner.

Banner Fund Form Instructions - This document describes the different fields needed for Banner data entry during fund number set-up.

Banner Grant Form - This form is used to compile the information needed for a grant number set-up and data entry in Banner. The entries are used for informational purposes and invoice generation. 

Banner Grant Form Instructions - This document describes the different fields needed for Banner data entry during grant number set-up.

Signature Authorization Form - This form is used as a documentation for the Principal Investigator’s confirmation of responsibility on the project and as a reference for authority delegation. It also indicates a Fund 1 org that will be used should an overrun occurs.

GEC Recertification Form - This form should be completed if a prior GEC statement has been submitted for any certification period and that effort needs to be recertified. The recertification needs to be explained as to how the corrective action was determined to be necessary after the original certification took place.

GSS Request to Direct Charge Restricted Fund - This work order form is used to request Mailroom and Copy & Print services. Please complete and submit directly to GSS.

Journal Voucher Form [pdf] -  This is the pdf version of the form to use when initiating JV01 and JPAY cost transfers. JV01 is used for non-labor account code transfers regardless of fund number type. JPAY is used when payroll isn’t corrected in the same fiscal year the error happened from Fund 2 to Fund 2 accounts only. This is used as an exception to transfer qualified payroll to the appropriate restricted fund when the deadline for Labor Distribution was missed.

Journal Voucher Form [Excel]  - This is the Excel version of the Journal Voucher form as described above.

Journal Voucher Instructions - This document serves as a guide in completing a JV form.

Labor Redistribution Form - This form is used to re-allocate labor charges within a fiscal year. LR runs follow a schedule maintained by the Budget Office. All LRs that involve Fund 2s need the Office of Sponsored Programs’ review and approval prior to submission to the Budget Office.

OPAS Form - This form is used to request spending authority prior to the receipt of the award document, up to 90 days before the period of performance.

OPAS Form Instructions

Subaward Templates (new agreements) – These forms are used when a vendor has been identified as a subrecipient. These forms are to be completed by the department, routed to OSP for review and approval, then routed to Procurement for final execution.

Subaward Modification Form - This form documents amendments made to a subaward that is already in place.

Third-Party Cost Share Certification and Example  - This form documents third party cost share contributions. Completed by the third party and submitted to OSP for the grant file.

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