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Pre-Award Services, HSC
MSC09 5220
1 University of New Mexico
Albuquerque, NM 87131-0001

Phone: (505) 272-6264
Fax: (505) 272-0159

Email: hsc-preaward@salud.unm.edu

Pre-Award (Internal) Grant Transmittal Form

Preaward

Internal Forms & Proposal Procedures

Preaward Services, HSC, reviews all applications, proposals, contracts, and progress reports from UNMHSC faculty. The PI is responsible for providing information and submitting internal forms as needed.

As Needed

• Conflict of Interest (COI) Cover Sheet , UNM COI Forms, Non-Employee COI Form, for research projects and other projects that involve human subjects or laboratory animals
  COI Form Instructions
• Request for Approval to Spend Funds before the award is received
• Request to Spend Funds Multiyear
• For Proposals with Subaward(s)
• Late Submission Waivers for submissions due in less than five (5) business days (less than 10 business days for NIH Electronic Submissions, see memo)
• Export Control Exclusion Screening
• Consultant or Subcontractor Commitment
• F&A Waiver Request (sample) for projects with less than the standard F&A rates
  Understanding F&A Waiver
• Letters of Support to Sponsor
• Building Modification Approval memo for projects that require building modifications/capital equipment to support the project or program goals
• VA MOU for NIH proposals involving Joint Appointments
• Research Committee Approval (for Limited Competition Proposals)
• Institutional Support Documentation (see HSC policy):   1. Cost Share Commitment Form(s) for proposals that offer in-kind services or matching funds. 2. Institutional Commitment - see HSC policy on procedure for obtaining a letter of support. Also see Third Party Cost Share sample commitment letter.
• Cost Share Budget(s) on the ABS form (see below)
• STTR Certification Letter  (sample) required for STTR submissions
• NIH Statement of Eligibility for Diversity Supplement - Sample

Proposal Stage

Depending on the submissions type the timeline to PreAward can be different from the standard 5 Business Days: 

PROPOSAL SUBMISSION TIMELINE

1. Proposal Data Sheet (PDS) signed by PI and Department Chair
   Understanding the PDS
2. Complete Proposal, Application, or Progress Report (including budget) as to be sent to the sponsor.  For information on indirect cost rates (F&A cost rates), see
    UNM's Federally-Negotiated F&A Cost Rates , State & Local Government F&A Cost Rates,  and Industry-Sponsored CTA indirect cost rate.  For budget preparation, see the  Internal Budget Worksheet (optional budget tool. See also the  Worksheet Instruction Guide , Annualized Pay rate Conversion Table
, FY 12 Average Compensation Increase for Proposal Pricing and , Ways to Estimate Fringe Benefits .

3. Copies of sponsor's funding opportunity announcement and application instructions.
4. HSC Internal F&A Split form
5. HSC Main Campus F&A Split form

Just in Time Stage (NIH)

Not all applications require additional paperwork at this stage. However, a sponsor may request the following:

• Updated Other Support and Key Personnel
• Human Subjects Certification - sample letter (instructions)
• Subcontracting Plan from Purchasing - if contract over 500,000$
• Revised budget

 

Award Stage

After a Notice of grant Award is received or a contract is signed by both the parties:

• Award Budget Sheet (ABS) instructions included
  

As Needed

• Adjustment to Budget Justification

Maintaining Federal Grants

• Requirements for Prior Approval
• No Cost Extension : Sample NCE Request
• Change in Percent Effort : Sample change of Effort Request

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• Comments: HSC Web Team