Award Management Resources
Award Policies / Procedures / Guidelines
Common Award Processes & Resources
PeopleSoft Resources
Contracts & Industry Agreements
Commercialization & Tech Transfer
Research Compliance
Whether you are a new or experienced investigator the following resources are recommended for your use in the award administration process. For further information about items here, please contact us.
AWARD POLICIES, PROCEDURES, AND GUIDELINES
CONTRACTS & INDUSTRY AGREEMENTS
RESEARCH COMPLIANCE
The Office of Research Integrity, a component of the Office of the Vice President for Research, provides programs and services to assist investigators and their staff with meeting federal, state, UT System and instititional regulatory requirements prior to and during the conduct of research. It is important for you as an investigator to be aware of some of these regulations at the time that you are applying for funding so that you know what may/may not be feasible for a project and what to anticipate if you do in fact receive an award for your project.
There is list available on the Research website that provides specific guidelines and that can be used by investigators to ensure that special regulatory requirements are in place prior to and during the conduct of research. The information available at this site is intended for guidance purposes only and should not be considered a comprehensive list of requirements.
For further information about individual areas of research compliance, you may visit the following sites:
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Facilities & Administrative (F&A) Cost Distribution
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F&A Distribution and Accumulation Guidelines (8/24/2011)
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Memorandum of Understanding (MOU) for the Distribution of F&A Indirect Cost Recovery (10/30/2013)
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Proposed F&A Distribution Model White Paper (4/27/2010)
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Report from the F&A Task Force (6/25/2011)
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DEFINE Crosswalk Tools
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UTShare and UTSA Tools
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Change Management Archive
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How To's
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Tips & Reminders
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Missed an Email Communication from UTShare?
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PEOPLESOFT RESOURCES
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Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
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Office of Management & Budget (OMB) - Circulars: Educational and Non-Profit Institutions Documents (A-21, A-110, A-133)
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Code of Federal Regulations (CFR)
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NSF Policies & Guidance
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NIH Grants Policy & Guidance
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Other related institutional Policies, Procedures and Guidelines
Contracting staff within the Office of Sponsored Project Administration (OSPA) facilitates and supports the UTSA sponsored projects and research enterprise by drafting, negotiating, and executing a variety of contracts and agreements. The Contracts & Industry Agreements team has a close, daily working relationship with the Research Service Center (RSC) for Engineering to ensure that university, sponsor and government rules and regulations are followed.
If the Contracts & Industry Agreements team receives a contract or agreement for funding faculty or staff sponsored projects (research, education, service, etc.), a proposal should already be on file with the OSPA and RSC and should have already been routed through the appropriate institutional process. A contract or agreement for sponsored project activity will not be negotiated until the proper paperwork has been routed.
Read more about:
COMMERCIALIZATION & TECH TRANSFER
The Office of Commercialization & Innovation works with UTSA faculty to efficiently and effectively facilitate technology transfer, commercialization, and assist the Office of Sponsored Projects Administration (OSPA) with university-industry partnerships. Through this office the university provides intellectual property management and licensing, proof-of-concept development, new venture incubation, entrepreneurship training, and policies and procedures that accelerate and ease the transition of intellectual property from the university to industry.
Read more about:
COMMON AWARD PROCESSES & RESOURCES
ACCOUNTING / BUDGET MANAGEMENT
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Find Your PeopleSoft Account Balance (Instructional Document - 8/24/2015)
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Viewing Your Budget Overview in PeopleSoft (Instructional Video - 12/1/15)
COST-TRANSFERS
Required when transferring an expense from one budget line item/category to another
EFFORT REPORTING
Effort reporting is a process mandated by the federal government to verify that direct labor charges to, or cost shared on, sponsored projects are accurate, timely, and reflect the actual level of work performed.
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Login to ECRT (effort certification) system
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If off campus, please use the university's Virtual Private Network (VPN) to complete certification
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Effort-related Resources and Contacts
MONTHLY FINANCIAL REPORTS (MFRs) - More information coming soon!
NO COST EXTENSIONS
Required when requesting approval for extending the period of performance for a sponsored project. While additional funding is not provided by the sponsor, this does provide the PI with more time to complete their project scope and objectives.
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RSC must be notified at least 90 days in advance of project end date
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Complete a Request for No-Cost Extension Form - RSC post-award administrator will complete top portion and then send to PI to finalize
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RSC director will review request
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If internal request approved, RSC will formally request no cost extension from sponsor
PROGRESS REPORTS (a.k.a. annual, interim, and final reports)
Many sponsors, including all federal grant-making agencies, require regular submission of performance reports, or progress reports, in order to document grantee accomplishments and award compliance. This often dictates the award/release of future funding to the project or institution. Resources to assist you with navigating this process are provided below. You can also contact the RSC for assistance or questions you may have about this process.
Information collected in a federally-mandated Research Performance Progress Report (RPPR) (draft format):
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Basic institutional and project identifying data
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Accomplishments from past activity period and goals for the upcoming activity period
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Outcomes, or "products" from the activity such as technologies and publications
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Participants, including all persons that have contributed significantly to the activity, their role, their activity and their funding support. This section also asks about collaborators, including forein collaborators
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Impact of the project and major contributions: e.g. to the discipline, human resources (e.g. teaching, training), public knowledge, social conditions
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Changes to the project: delay in plans, changes in approach, compliance (animal use, human subject involvement, biohazards), project expenditures
The National Science Foundation (NSF) is implementing the federally-mandated RPPR. Each federal agency, however, has their own timeline for implementation. See agency implementation timelines.
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NIH
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NSF
TRANSFER OF FUNDS
Required when transferring allocated funds from one budget line item/category to another