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Pre-Award

 

Find your Pre-Award RA   Initiate NOI *   

 

* NOI is an internal form accessible in the UTEP network or VPN

 

The pre-award phase is the first stage of the Sponsored Project Lifecycle and lays the foundation for success before the grant is awarded. The Pre-Award Team is responsible for planning functions that lead to a proposal being submitted for funding. This includes activities such as:

  • Proposal preparation
  • Budget development
  • Solicitation review and interpretation
  • Preparation of proposals to include: subcontracts and collaborative proposal submitted through separate institutions
  • Proposal submissions

Find your Pre-Award RA

Once the PI identifies their funding opportunity, PI’s submit their Notice of Intent (NOI) to submit a proposal. The assigned RA will provide PI’s with a checklist and prepare your budget in the UTEP budget tool. PI’s are encouraged to read the solicitation guidelines in full, keeping in mind that the checklist is merely a supplement to the guidelines and provided as a useful aid.  The PI is responsible for providing contact information for any subcontractors for collaborative proposals. The PI is also accountable for informing their RA of any human subjects or vertebrate animals that may be used in their project to properly prepare and update the checklist to account for this.


* Initiate NOI

* NOI is an internal form accessible in the UTEP network or VPN

Complex Criteria


Q: What is a complex and large proposal?

A: In general, a complex and large proposal involves a combination of 2 or more of the following:

  • Have large budgets, 3 million dollars or more
  • Involve external collaborations with other entities, 3 or more
  • Mandatory cost share
  • Nonstandard proposal forms or templates
  • Agencies that requires submission through a 501c3
  • Nonstandard language, to include CUI, classified research

If required, Research Administrator to determine whether the proposal meets the criteria for a complex proposal. Assessment is based on the information provided in the guidelines/solicitation.

  • Example: 5 million with 4 subs
  • Mandatory cost share with nonstandard budget template


OSP PROPOSAL SUBMISSION TIMELINE

We encourage early submission of proposals for timely review and consideration. Please note that late submissions will be subject to the late submission waiver process.

For more information on limited submissions please visit this link: Limited Submissions
 (Collapse/Expand All)  Mandatory Letter of Intent
*LOI can also be referred to as pre application, pre proposal, white paper, etc.
Full Proposal Submission
(Standard)
 
Full Proposal Submission
(Complex)
*See criteria above
12 weeks before the deadline      
      PI submits NOI
    PI notifies RA of subcontracts and provide POC information
    PI notifies RA if mandatory cost share required
10 weeks before the deadline    
      Guidelines are reviewed
    RA generates the checklist
    PI provides RA draft abstract and transmittal information
  4 weeks before the deadline    
 
 
  PI submits NOI PI submits NOI UTEP budget finalized
PI notifies RA if any letters are required. This includes cost share letters, organization letters, etc. PI notifies RA of subcontracts and provide POC information If applicable, subcontract(s) budget finalized
If proposal requires an evaluation plan, identify and contact an evaluator PI notifies RA if mandatory cost share required Requested subcontract documents are initiated
  If a VPR and or President letter is required, please refer to this link for policy and information: Letters of Support Cost share form is finalized
  If proposal requires an evaluation plan, identify and contact an evaluator Transmittal routed for approvals
    Applicable letters are finalized for signature
    If a VPR and or President letter is required, please refer to this link for policy and information: Letters of Support
    If proposal requires an evaluation plan, identify and contact an evaluator
  3 weeks before the deadline    
 
 
  Guidelines are reviewed for applicable LOI information Guidelines are reviewed  
RA to work with PI to determine list of requirements and submission method RA generates the checklist  
  PI provides RA draft abstract and transmittal information  
  2 weeks before the deadline    
 
 
  Only if required, RA will work with PI to develop a rough budget estimate UTEP budget finalized All proposal documents are finalized for applicable submission method
Any required letters are finalized and ready for signature If applicable, subcontract(s) budget finalized Subrecipient uploads all final subcontract proposal documents
  Requested subcontract documents are initiated Transmittal is fully approved
  Cost share form is finalized Applicable letters are fully executed
  Transmittal routed for approvals Final review of the proposal package is completed
  Applicable letters are finalized for signature  
  1 week before the deadline    
 
 
  All LOI documents are ready for applicable submission method All proposal documents are finalized for applicable submission method  
Letters are fully executed Subrecipient uploads all final subcontract proposal documents  
  Transmittal is fully approved  
  Applicable letters are fully executed  
  Final review of the proposal package is completed  

 

Calculate Your Processing Timeline (MM/DD/YYYY):

 

Timeline process for proposal deadlines
Processing Timeline Due to Pre-Award
1. Initial notification to OSP (e.g. Notice of Intent) 08/19/2021 
2. UTEP budget finalized 08/26/2021 
3.  Proposal package is finalized and transmittal is fully executed 08/31/2021 

 

If "OVERDUE" is indicated on any of the due dates after you enter the sponsor/lead institution deadline, you might be subject to our Later Submission Waiver. We adhere to these deadlines to ensure adequate time to review all proposal components prior to submission. The earlier we receive items for review, the more time our team has to review and provide updates and feedback.

Please note, this calculator adheres to the processing timelines of a standard full proposal.

Key: P=Primary, S=Secondary, A=Additional

 

 

 
 
 
The University of Texas at El Paso

Pre Award and Post Award Roles and Responsibilities
PI    
Co-Investigator/Co-PI
Key/Senior Personnel
Business Center/College/Department
Chair
Dean
R&I-Research Administrators
R&I- Subcontracts and Subawards
R&I-Proposal Development
R&I-Grant Management Accounting
R&I-Human Subjects Research
R&I-Research Security Officer
General Counsel
Research Security Office
Pre-Award Activities
Seek funding opportunities P A
Distribute funding opportunity information P
Distribute limited submissions funding opportunity information P
Select limited submission candidate, if applicable P
Submit a Notice of Intent P
Proposal Preparation
Understanding of funding guidelines/solicitation P A A S P
Review terms and conditions identified in funding guidelines/solicitation P A A S
Review and confirm all key/senior personnel eligibility (e.g. PI, Co-PI, etc.) P S A
Provide guidance to PI on proposal preparation P P
Checklist provided to PI P
Development of the proposal budget P S
Identify requirement of cost sharing funds P S A
Identify collaborators and subcontractors P
Request and secure relevant documents from consultants (if proposal requires an evaluation plan, identify and contact an evaluator) P
Request and secure relevant documents from consultants P
Request and secure relevant documents from subcontractors through UTEP Subrecipient Portal A A P
Review Subrecipients latest audit and perform Risk Assessment A A P
Develop scientific/technical narrative (ensure accuracy) P S A A
Proofread, edit and finalize scientific/technical narrative (ensure accuracy) P S A A
Secure letters of collaboration/support (any applicable internal processes must be followed) P S
Obtain any commitments P A A
Confirm any commitments have prior approval or authorization (e.g. facilities, letters, etc.) S P
Coordinate/approval of space arrangements P S A A A A
Submit requests for F&A waivers or reductions (any applicable internal processes must be followed) P
Approve/deny requests for F&A waivers or reductions (any applicable internal processes must be followed) P
Proposal Review and Approval P S A
Proposal Review, Approval, and Submission
Review scientific/technical portions of proposal P S A A A A A
Review proposal package for assurances and compliance P A A S
Review proposal to ensure institutional rules are followed P A A S A
Review for CUI and Export Control P S
Review for DEI language P S A
Review proposed cost sharing for appropriateness S A A A A S P
Cost share form has been routed and completed P A A A A A S
Approve on behalf of institution (transmittal) P P
Follow up for transmittal signatures P
Confirm fully executed transmittal S P
Proposal submission (electronic or paper) S P
Proposal record retention S P
Safeguard Subcontract documents in appropriate university server location P
Record proposal data in appropriate university systems for tracking and reporting P
Award Acceptance
Prepare Just In Time documents P
Submit Just In Time documents S P
Pre award spending requests P
Pre award spending approvals P
Review terms and conditions of agreement/ award S P A
Negotiate terms and conditions with agency P S
Accept award P
Set up new award (identify award restrictions, CUI, export control, setup cost share, and subagreements for subcontractors, if applicable) A A A P P
Set up new Subaward (identify award restrictions, prepare, draft and negotiate subagreement) A A A P P S
Identify Subrecipient Risk Assessment and assign monitoring plan P
Be aware and comply with all award requirement and restrictions P P P
Post Award Activities
Initiate/process appointments P S
Draft Subaward Amendments (NCE, Additional Allocations, Changes of PI, POP, SOW, Budget, etc.) A A P S
Acquire signatures through CLM for all Subcontract Amendments P
Complete FFATA reporting of Subcontracts P
Process expenditures S P A
Monitor expenses and reconcile projects P S A
Review burn-rate of subcontracts and allowability of expenditures S P A
Keep/provide documentation for each financial transaction P S A
Review and approve subcontract invoices P A S
All financial transactions (e.g. monitoring, reporting) S A P
Initiate and record subcontract budget transfers and deobligations S P A
Review carryover request of subcontracts P S A
Request spending plans of subcontracts on multi-year awards S P
Initiate budget transfers S P A A
Revisions to budgets P S A
Set-up and process all modifications to awards in accounting system A P
Address all financial errors in accounting system documents A S P
Assist and process all budget and expense transfers A S P
Approve day to day financial activity in grants S P
Compile and submit documentation for audit requests S S P
Submit transfers, no cost extension, changes in key/senior personnel, other prior approvals to agency S P A
Setup of additional allocations and no costs extensions P S
Prepare and submit programmatic/scientific reports P A
Maintain effort P A
Data Safety (e.g. CUI) S A A A P A
IRB submission P
IRB/IACUC approvals, if applicable S P
Conduct annual certifications of multi-year subcontracts P
Review single audit reports of subcontracts, identify issues and adjust subagreements as necessary P A
Maintain subcontract databases P S
Applicable assurances, certifications, and trainings P S A A
"Invoicing and Financial Reporting (CTO primary on below for industry sponsored clinical trials only)"
Process all subcontract invoices for payment S P
Monitor and pursue overdue invoices from subcontracts P S
Prepare and submit invoices per agency guidelines S P
Produce and record a letter of credit draw request (federal awards) P
Receive and deposit payments from agency P
Monitor and pursue collections of overdue payments from sponsors A P
Review and approve high risk subcontract invoices P S S
Prepare and submit all financial requirements P
Project End and Closeout
Meet agency deliverables P P
Understand and comply with project report due dates P S P
Initiate a request for no cost extension to OSP prior to closeout of grant P
Initiate a request for no cost extension to PI after parent project has been awarded P
Resolve pending overdrafts P S P
Final accounting project reconciliation report P
Preparation and submission of technical reports P
Preparation and submission of financial reports A S P
Preparation and submission of final invoices S P
Preparation and submission of other reports (property report, inventions) P S S
Confirm receipt of all technical and financial reports from subcontracts P S A
Review Milestones and Peoplesoft for subcontract invoices P
Confirm receipt of 'Final' invoice and completion of subcontract release form P S
Filing of closeout reports P S S

 

 

Contact Us


OSP is located in Kelly Hall, 6th floor, East Wing
500 W University Ave
El Paso, TX 79968

  Main: 915-747-5680
  osp@utep.edu
  Fax: 747-8977
  Research Administration