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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.

  • Preaward Forms

    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.

    FY22 BudgetTemplate (Excel) (Updated 09/21)
    -  Excel spreadsheet template provided by OSP.  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. (Updataed 08/21)

    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. (Updated 08/21)

    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.

    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.

  • Post Award Forms

     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.

    !! NEW FORM !! Cost Transfer Additional Justification Form (Recertification and 60-Day)

    This form is consolidating and replacing  the 60-Day Cost Transfer Justification Form and the GEC Recertification Form.
    This form is to be used when:
    1) 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.
    2) Effort is being recertified. This is required for every LR submitted for a non-exempt employee, or for every LR submitted for an exempt employee in which the period has been previously certified through a Grant Effort Certification (GEC)

    GSS Restricted Fund Prior Authorization Form - This form should be completed and used for documentation when submitting JVs to OSP for review and approval.

    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.

    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.

    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.