Sponsored Projects Administration

FORMS & TEMPLATES

SPA offers a variety of its forms, templates, and worksheets, in PDF and Excel format. In order to read, print, search, and fill-in PDF forms, you will need a copy of Adobe Acrobat or Adobe Reader.

Forms must be downloaded in order to save them. To do so, right-click the link, click "Save Target As...", then choose the destination on your computer.

New! How to open pdf forms in Chrome

REVIEW AND APPROVAL FORMS

Internal Review & Approval Forms are required for all sponsored research projects (exclusive of Non-NIH continuations/progress reports).

R&As must be submitted to SPA for all grant proposals and applications, and for all industry-sponsored projects.

• Review & Approval Form- Required for all grant proposals and sponsored project agreements except Material Transfer and Data Use agreements. *Open form in Chrome*
• Additional Personnel Addendum - Use this addendum when additional space is required to list all personnel working on the project.
• Signature Page Addendum - Use this addendum when more than one department is involved in the project, and departmental signatures/approvals are required.
• R&A Addendum- This Addendum must be completed for NIH continuations/progress reports and other requests that do not require the full R&A form.
• Transfer Form - Required for all Material Transfer and Data Use Agreements

PRE AWARD

• Cost Sharing Request Form Used to determine standardized cost sharing amounts for such requests. Using this form helps ensure appropriate cost sharing documentation requirements are met, making it easier for the institution to account for, monitor, track, and report cost sharing as required.
• eRA Commons Account Registration Obtain eRA Commons account & affiliate with UTHealth
• Guarantee Accounts Request Form 
• Multiple PI Leadership Plan
• Indirect Cost Waiver Form This form details the information needed in order to request and justify an indirect cost waiver.
• Indirect Cost Waiver Form Instructions
• Subrecipient Conflict of Interest Form Required from all subcontractors at time of application. CITI RCOI Education is a resource for subcontracts that do not have their own COI policy and elects to comply with UTHealth's Policy.
• Individual Research Conflict of Interest Form
• Unobligated Balance Calculation

POST AWARD

• Contract Residual Closeout Form Used to request the closure of grants and contracts when funds vest with UT. (Rename and save the PDF form to your hard drive, complete and forward within your department for approval. Return to PAF when completed.) Clinical Closeout requests should not use this form.
• Cost Transfer Request Used by the departments to transfer expenses. (Do not submit screenshots or payment vouchers as backup support, just General Ledger details and supporting documentation.)
• Cost Transfer/Exception To Policy Request : Form Note Used solely for the use in exception to policy transfers exceeding the 60 day limit as per institutional policy. (Do not submit screenshots or payment vouchers as backup support, just General Ledger details and supporting documentation.)
• Effort Report Calculation Check Ensures each months effort is applied correctly and totals appropriately for each six month reporting period.
• Gift Card Reimbursement Form Include with the non-po voucher documentation when requesting reimbursement of gift cards purchased.
• Guarantee Accounts Request Form
• Modular Grant Information Use when preparing modular grant budgets.
• Person Months Conversion Chart Use to convert % to person months
• Program Income Setup Request Form
• Relinquishing of Grants Procedures for departments and PAF to follow when a PI relinquishes a project.
• Salary Cap Worksheet (For both NIH & CPRIT) Accompanies PA's with federal grants that are subject to the federal Salary Cap.
• Split Account Request Template Used to add an additional sub-project to a main project.
• Stipend Payments Guidance for departments to use when submitting stipends on a project.
• Subcontractor Tracking Form Used to monitor subcontractor invoices receipt and payment. Departments can optionally use the form.

CLINICAL RESEARCH FINANCE

• Clinical Research Billing Procedure Outlines the research billing procedure for clinical studies and establishes the responsible parties for appropriate research billing.  
• Call Center "Study Visit Request"
• Case Billing Request Form
• Checklist to Expedite Device Study Review A form requested by Memorial Hermann Healthcare System to expedite the review of Device Studies to be conducted at MHHS. This form should be completed and submitted to MHHS as soon as possible.
• ClinCard Access Request Form Gain access & add study to Clincard system
• Clinical Research Billing Certification Form
• Clinical Research Charge Document Log
• Clinical Trial Budget Template with Coverage Analysis Grid Development of a clinical trial coverage analysis grid and budget. It contains internal price lists and formulas for effort calculations. FOR INTERNAL USE ONLY.
• General "Study Visit Request"
• Guidance on R&A data entry for CTAs
• Harris Health Patient Registration Form
• Industry Sponsored Study Process Checklist
• Instructions to Enter Research Charges Directly into TES This document provides clinical billing staff with instructions for loading a NCT number into TES.
• MHH Patient Registration Form
• Patient Follow-Up Sheet Use this form as a paper document to give the patient at checkout for scheduling a follow-up research appointment.
• Contract/ Coverage Analysis/ Budget Workflow Document This workflow document provides an overview of the start -up process in SPA  for industry initiated clinical studies.
• Clinical Research Patient Registration /Flagging This document provides instructions on how to  ensure patients are flagged as research participants in billing system  and in medical records.

BUDGET TEMPLATES

• Clinical Trial Budget Template with Coverage Analysis Grid Development of a clinical trial coverage analysis grid and budget. It contains internal price lists and formulas for effort calculations. FOR INTERNAL USE ONLY.
• Complex Detailed Budget and Directions Assist in the development of internal budgets for proposals. Use this template for large proposals with numerous personnel and expense lines, such as program projects.
• Guarantee Accounts Request Form
• Set-Up Budget Worksheet for Subcontracts Required for all non-cash basis award set-ups, including cost reimbursable, fee-for-service, and milestone payment accounts with subcontracts.
• Set-up Budget Worksheet and Directions Required for all non-cash basis award set-ups, including cost reimbursable, fee-for-service, and milestone payment accounts.
• Simple Detailed Budget and Directions Assist in the development of internal budgets for proposals. Use this template for standard proposals.

EFFORT

• eCRT Access Request Form Gain access to eCRT, effort reporting system
• Effort Calculation Worksheet Calculate payroll percentages; must be used in conjunction with the HCM Funding History file
• Funding History Access Request Form (email systemsreporting@uth.tmc.edu for access)
• Effort Minimum / Maximum Waiver Request a waiver to minimum & maximum effort requirements/policy
• Effort Report Calculation Check Excel worksheet to allow departments to ensure that each months effort is applied correctly and totals appropriately for each six month reporting period.
• Manual Certification Coversheet Used to manually certify faculty & their support staff, no longer at the university
• Person Months Conversion Chart Use to convert % to person months
• Salary Cap Worksheet (For both NIH & CPRIT) Accompanies with federal grants that are subject to the federal Salary Cap.

SYSTEM ACCESS FORMS

• ClinCard Access Request Form - Gain access & add study to ClinCard system
• ecrt® Access Request Form - Gain access to eCRT effort reporting system
• eRA Commons Account Registration - Obtain eRA Commons account & affiliate with UTHealth
• NSF FastLane Account Registration - Instructions to obtain NSF Fastlane account
• REDCap Access Form - Gain access to RedCap