Sponsored Projects Administration

Under HOOP 64, the Sponsored Projects Administration is responsible for the review and acceptance of grants, contracts & subawards for sponsored activities at UTHealth.

This internal review process is necessary to ensure that all sponsored project documentation concurs with the mission of the University and adheres to federal, state, sponsor and institutional policies and guidelines. The review process allows the Grants and Contracts administration team to assure potential sponsors that time and cost commitments are appropriate and all compliance issues (e.g., human subjects, animal use, export controls, conflicts of interest) are adequately addressed.


In order to review and process grant applications, the Grants team requires the complete administrative and financial (A&F) application packet ten (10) days prior to sponsor deadline. The Grants team will not accept application packages that are incomplete or in draft form.

Documents may be routed to the Grants team using UTHealth START. The Grants team does not accept A&F documents via fax or email. Once the documents are received, the process as outlined below is initiated.

  • The A&F Packet is assigned for review to a Sponsored Project Administrator.
  • The Sponsored Projects Administrator reviews administrator and financial portions for institutional and sponsor compliance and communicates with the departmental administrator or Principal Investigator (PI) about any additional information that is required.
  • The Sponsored Projects Administrator provides assistance with budget revisions and guideline interpretation.
  • The Sponsored Projects Administrator obtains signatures from an authorized signing official.
  • The Sponsored Projects Administrator will grant the submit permission for Cayuse424 proposals.
  • Once the department uploads the completed science, the departments/PIs will submit the Cayuse424 application via the self-submit process.
  • The Grants and Contracts team will submit all non-Cayuse424 electronic submissions (Fastlane, CPRIT, EHB, Komen, CDMRP, AHA, THECB); the department is responsible for hard copy submissions.
  • The Grants and Contracts team maintains a file of the proposal until notification of award or non-funding.
  • At Just In Time (JIT) or when any request is made from sponsor prior to award, the Grants team serves as liaison and officially responds to all correspondence (budget revisions, other support documents, IRB approvals, etc.). The Grants team works with the PI to obtain and submit any information needed by the sponsor, including revised budgets, compliance committee protocol approvals and University representations and certifications.
  • The sponsor completes proposal review and informs the PI or the Grants team of the funding decision.
  • If an award is made, the sponsor sends the Grants and Contracts team the notice of grant award (NOGA or NOA) document. If the PI receives the NOGA, it should be sent to the Grants team.


The Administrative & Financial (A&F) packet consists of all the documents related to the administrative and financial portions of a grant or contract application. In order to review and process a grant or contract application, Pre-award requests the complete A&F packet at least ten (10) days prior to the sponsor deadline. Applications that are submitted less than ten (10) working days prior to the sponsor deadline will be reviewed in the order in which they are received and are not guaranteed for submission.

Pre-award will not accept application packages that are incomplete or in draft form. Contact Pre-award for solutions for any University or sponsor deadline requirements.

A complete A&F packet consists of the following documents:

  • Completed and signed R&A Form. Complete R&A forms should be submitted for grants, cooperative agreements, and subcontracts.
  • Final budget and budget justification on the sponsor-required forms.
  • Final budget on SPA internal budget excel form
  • All completed grant application administrative pages.
  • Copy of agency instructions and guidelines.
  • Any applicable assurances required by the sponsor at the time of submission.
  • Signed/approved exception letters ( indirect cost waivers, cost sharing, appointment letters, etc.).
  • Subcontractor documents, if applicable, including:
    • Scope of work (SOW)
    • Signed letter of intent (LOI)
    • Final budget
    • Final budget justification
    • Collaborator's federal negotiated indirect cost rate agreement
    • Regardless of funding source, prior to submission, the subrecipient must provide certification of compliance with the PHS FCOI

Regulation (42 CFR Part 50) by providing SPA with one of the following:

A. Conflict of Interest Disclosure form from each subcontractor

B. A screen shot that shows that each subrecipient is listed in the FDP Institutional Clearinghouse.

No other action is required.

C. An LOI or a form signed by the Authorized Signing Official which certifies compliance with the PHS FCOI Regulation

(42 CFR Part 50) for each subcontractor.

For electronic applications that Pre-award will submit, the A&F documents listed above should be received by Pre-award at least (10) business days prior to the deadline. Once Pre-award completes the review and provides the approval, the Department/PI should send the final grant application including the science to Pre-award at least (3) business days prior to the deadline.