Sponsored Projects Administration

SPA has legal and fiduciary responsibilities to ensure that all University, sponsor, state, and federal regulations, laws, and policies are met. Therefore, and in accordance with HOOP 64, all proposal submissions seeking external support for research and other sponsored projects should be submitted to Pre-award for review and approval prior to submission.

In some cases a sponsoring agency does not require a formal proposal prior to issuing an award. However, even when institutional sign-off is not required by the sponsor, the proposal must still be routed to Pre-award for review and approval. Exceptions to this policy are limited but may include internal competitions.

  • Submitting a proposal application late or after-the-fact (ATF) will not circumvent a full review by the Grants & Award Management team.
  • Proposals submitted without Grants & Award Management team approval may be administratively withdrawn if the submission is found to be non-compliant with University policy, state or agency requirements.
  • UTHealth always reserves the right to request modification rejection of an award received when there is no approved proposal on file with Pre-award.

Indirect Cost Waivers will not be approved on ATF proposals. 

PROCEDURE

  • Notify your assigned Sponsored Projects Administrator as soon as possible.
  • Provide SPA with completed proposal via Proposal Development in UTStart. Sponsor Guidelines must be included.
  • If the project has been funded, submit the Proposal Development record via UTStart, along with a copy of the application, the Notice of Award/Contract, any sponsored-related forms, and all related correspondence within the Uploads and Reviews or Attachments tab within the Proposal Development record, making note of this on the Data Collection Tab under "Additional Information for Proposal Reviewers".
  • If there are subrecipients on the project, the Grants & Award Management team requires a complete Subaward Packet: copy of the subrecipient’s statement of work, budget, and budget justification (integrated within UTStart), and a letter of intent on their institutional letterhead confirming their participation in the project if required by the sponsoring agency.