Sponsored Projects Office (SPO)

MSC09 5220
1 University of New Mexico
Albuquerque, NM 87131-0001

Physical Location:
1650 University Blvd NE
Second Floor, Suite 2200

Phone: (505) 272-9383
Fax: (505) 272-0159

Help & Guidance Docs

UPDATED: 6/14/2019

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50 Things to Know About the Sunshine Act

Description: Document outlining the 50 things you need to know about the Sunshine Act.

Adobe Acrobat Page Scaling Instructions

Description: Provides instructions on how to prevent Adobe Acrobat from changing spacing and font sizes of Word Documents when converting into a PDF file and printing.  This is important for submitting proposals as the proposal could be rejected by the funding agency if the font size is smaller than required.

Appropriate Categorization on Grant Applications

Description: Memo regarding categorization of "Research" vs. "Public Service/Other" on grant applications.

Approved Federal F&A Rates

Description: Document specifying approved F&A rates for use on contracts, grants, and other agreements with the federal government.

Average Salary Increase

Description: Memo outlining projected faculty and staff salary increases based on historical increases.

Billing Flowchart

Description: Flowchart demonstrating the flow of HSC billing/agreements.

Biostatistics Information for Grant Applications

Description: Information and samples regarding inclusion of CTSC biostatistics support in grant applications.  Options for inclusion and examples are presented in this document.

CDC Approval Certificate

Description: Centers for Disease Control (CDC) approval certificate.

Change in Effort Request Sample

Description: Example document showing how to complete a Change in Effort Request letter.

Clinical Contract Services Flowchart

Description: Flowchart describing the workflow for the Office of Clinical Contract Services (OCCS). 

Confidential Disclosure Agreement (CDA) Flowchart

Description: Flowchart demonstrating the process completing a Confidential Disclosure Agreement (CDA), beginning from when the PI decides to receive or provide confidential information.

Consultant vs. Subcontractor - Questionnaire and Sample Letter

Description: This document provides guidance on determining whether a collaborator should be classified as a subcontractor or a consultant.  It provides a questionnaire to give you a clearer idea of what category your collaborator falls under, and provides a sample letter to assist you in drafting a Commitment Letter for your consultant to sign and return to the Sponsored Projects Office.

Contracts & Grants Fundamentals

Description: This is the ultimate starting point for any investigator or project member who wishes to have a fuller understanding of the sponsored projects process.  This document provides simplified explanations of the processes involved in submitting a project, and provides an explanation of what we do here at the Sponsored Projects Office (Pre-Award), as well as why we require certain things to be done.

Data Sharing Permitted Decision Tree

Description: Flowchart outlining when data sharing is permitted.

Data Use Agreement Flowchart

Description: Flowcharted process for submitting a Data Use Agreement (DUA).

Department of Health & Human Services (DHHS) Agency List

Description: List of agencies that fall under the Department of Health & Human Services (DHHS).

E-Verify Flowchart

Description: Outlines process flow for contracts that contain E-Verify language.

Export Controls Decision Tree

Description: Flowchart used to determine whether an export license is required for the shipment, transmission, or transfer of certain sensitive items, information or software.  Consult this document any time you have a question regarding export control requirements for your situation.

F&A in IHS/VA Clinical Service Agreements

Description: Memorandum on incorporating F&A into IHS and VA Clinical Service Agreements

F&A Rates for IHS/VA/State/Local

Description: Facility & Administrative (F&A) rates for IHS/VA purchase orders, and state/local agreements with HSC.  This memo clarifies the F&A rates for IHS & VA Fee Based, non-Research, Purchase Orders, and State and Local agencies that will be applied on HSC projects.

Faculty Activity Database (FAD) Source Chart

Description: Flowchart showing data sources for data contained in the Faculty Activity Database (FAD).

Financial Services Division (FSD) Assignment Chart

Description: Document outlining who does what within Pre-Award (Sponsored Projects).  Shows which departments and org codes are supported by which sponsored projects officer.

Fringe Benefit Rates for HSC Proposals

Description: New rates.  Memorandum outlining fringe benefit rates and methodologies to be used on new contract and grant proposals.

FTE to Person Months Chart

Description: Chart used to convert UNM FTE to Person-Months.

FTE To Person Months Conversion Tool

Description: Form (calculator) used to convert UNM FTE to Person-Months.

Gift, Grant, or Contract?

Description: UPDATED: 1/17/2017 Guidance information on distinguishing between gifts, grants, and contracts for the purposes of classifying and processing external funds.

Guidance on Key Personnel

Description: Memorandum specifying who can be listed as key personnel on projects.

Guide For Departments

Description: The Guide For Departments document is the ultimate resource for departments with questions on how to submit a proposal.  This document covers everything you need to know about the proposal submission process and should answer most of your questions.  This is a very important source of information and we encourage you to read it thoroughly.

Guide to PCORI Submissions

Description: Guide for Patient-Centered Outcomes Research Institute (PCORI) submissions.

How To Submit To DARPA

Description: Document explaining how and where to submit grant applications to the Defense Advanced Research Projects Agency (DARPA).

HRRC Fee Increase Announcement

Description: Announcement of increase in initial application fee for sponsored research conducted at UNM HSC.

HRSA Non-Competing Continuation

Description: This document outlines the process for submitting non-competing continuation applications (electronically) through Grants.gov.

HSC Faculty Outside Activities Policy

Description: Policy memorandum outlining the UNM HSC policy on faculty conducting outside activities that provide remuneration to the faculty member.

HSC Research Construction Project Procedures

Description: Document outlining the procedures for conducting building renovation or construction for HSC research projects.

IBW Preparation Instructions

Description: Instructions for preparing the HSC Internal Budget Worksheet (IBW).

Industry-Sponsored Clinical Trial Indirect Cost Rate Memo

Description: Updated: 11/7/2017.  This memo states UNM's Industry-Sponsored Clinical Trial (CTA) Indirect Cost (F&A) rate.

IRB Fees for Pharmaceutical Clinical Trials


Late Submission Timeline Waiver Template

Description: Suggested template for use in requesting a late submission timeline waiver.

Lifecycle of a Sponsored Project

Description: Flowchart showing the entire lifecycle of a sponsored projects, from inception to completion.

Master Agreements List

Description: UPDATED: 07/10/19.  Full list of master agreements for various agencies.

Maximum FTE For HSC Researchers

Description: Memorandum on UNM HSC's policy regarding extra compensation paid by the university and defining the maximum FTE that a HSC researcher may have.

McCune Sample Grant Application

Description: Sample Grant Application for the McCune Charitable Foundation.

Minimum PI Effort

Description: Memorandum specifying UNM HSC policy on Principal Investigator (PI) effort on sponsored projects.

MTA Flowchart

Description: Flowchart outlining the process for completing a material transfer agreement (MTA).

Multi-Center Industry-Sponsored Clinical Trial Process

Description: Flowchart documenting the process for submitting Clinical Trial Agreements (CTAs) that are industry-sponsored.

Multiple-PI Leadership Plan Examples

Description: Examples of project leadership plans for multiple PI grant applications.

NCE Request Sample

Description: Sample document used for completing a request for No-Cost Extension (NCE).

NIH Application Tips - Annotated SF424 Forms

Description: Tips on completing National Institutes of Health (NIH) applications in Commons.  This is a lengthy document that includes tips on every aspect of the application process.  For a thorough explanation on how to submit reference letters in Commons, go to: https://www.youtube.com/watch?v=b830XxaRXL0&feature=share&list=PLOEUwSnjvqBLbEX3R1nwT4g3uM1uF0xct.


Description: Overview document on the National Institutes of Health's Application Submission System & Interface for Submission Tracking (ASSIST) program.

NIH ASSIST User's Guide

Description: Detailed user's guide containing all needed information on the National Institutes of Health's Application Submission System & Interface for Submission Tracking (ASSIST) system.


Description: Webinar-associated document explaining the National Institutes of Health's (NIH) Application Submission System & Interface for Submission Tracking (ASSIST) system.

NIH Budgets Q&A

Description: Frequently asked questions (and answers) regarding budgets for NIH grant submissions.

NIH Electronic Submission FAQs

Description: Frequently asked questions page from the NIH - Electronic Submissions page.

NIH - Electronic Submissions

Description: Overview of how to complete NIH electronically submitted grant applications.  Helpful information on navigating the Grants.gov website is also presented.

NIH Human Subjects - Required Education

Description: Document outlining all required education in the protection of human subject participants for the National Institutes of Health (NIH).

NIH Proposal Submission Timeline

Description: Proposal submission timeline for NIH electronically submitted grants applications.

NIH RPPR Instruction Guide

Description: Instruction guide for the National Institutes of Health's (NIH) Research Performance Progress Report (RPPR) program.

NIH Statement of Eligibility

Description: Sample document showing the format for completing a Statement of Eligibility for the purposes of submitting a National Institutes of Health (NIH) proposal.

No Cost Extension Effort Guidance

Description: Memorandum explaining effort guidance when requesting a no cost extension (NCE).

OMB Uniform Guidance - Quick Reference

Description: Reference sheet for OMB Title 2, Part 200: Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

Physician Payments Sunshine Act

Description: Very important memo to inform you of your rights and responsibilities associated with the requirements of the Physician Payments Sunshine Act.

Prior Approval Requests

Description: This document provides guidance on what would require Prior Approval Requests from the sponsor, and the necessary actions to take.

Protocol Registration System (PRS) Administrators

Description: Document listing current Protocol Registration System (PRS) Administrators and their contact information.

PubMed Central FAQs

Description: Frequently asked questions by NIH investigators regarding PubMed Central.

RCR Proposal Language Template

Description: Grant proposal language template describing UNM HSC's Responsible Conduct of Research (RCR) training.

Release of Copyright Explanation Memo

Description: Memorandum to all NIH grant applicants explaining the NIH requirement to make all NIH-funded work publicly available, and the copyright release that is required to serve this purpose.

Request to Spend Funds Flowchart

Description: Flowchart outlining the request to spend funds (RTSF) procedure.

Research Patient Care Costs

Description: Definitions and inclusions for determining research patient care costs in National Institutes of Health (NIH) grants.

Sample Letter for Co-Authors - NIH Public Access Policy

Description: Boilerplate letter to be used for crafting informational letters to co-authors of a study, informing them of NIH funding, and of the NIH's public access policy.

Sample Letter for Publishers -- NIH Public Access Policy

Description: Boilerplate letter to be used for crafting informational letters to publishers of a study, informing them of NIH funding, and of the NIH's public access policy.

School of Medicine Maximum Effort

Description: Memorandum stating the maximum faculty FTE allowable on restricted federal funds.

SPO Grants Management Training Requirement

Description: Memorandum outlining the Sponsored Projects Office's requirement that PIs complete Grants Management Training (GMT).

SPO Informational Brochure

Description: Brochure containing frequently requested information about the funding submission process.  Contains contact information, DUNS number, Assurance Numbers, and general proposal guidance.

Subaward Flowchart

Description: Flowchart demonstrating the process for completing sub-awards once a PI decides to collaborate.

Sub-Awards vs. Consultants

Description: Document defining who/what should be considered "sub-awardees" versus who/what should be considered "consultants".

Sunshine Act: Physician Financial Transparency Reports

Description: Document explaining the physician financial transparency reports required under the Sunshine Act.

System Award Management (SAM) Registration

Description: System Award Management (SAM) registration certificate.

Tax Status With Legal Letter

Description: Memorandum defining the tax status for the University of New Mexico (UNM).

The Mind Research Network (MRN) Service Rates

Description: Approved mandatory service rates for The Mind Research Network (MRN).  Please consult this document for further information.

Third Party Cost Share Information & Sample Letter

Description: An explanation of third-party cost shares, as well as a sample commitment letter.

Transplant Center Certification

Description: UNM Hospital Transplant Center certification.

Understanding the F&A Waiver

Description: Document describing what F&A costs are along with a quick overview of how to proceed if you must obtain an F&A waiver.

UNMH Level 1 Trauma Center Certificate

Description: University of New Mexico Hospital (UNMH) Level 1 Trauma Center certificate.

UNM HSC Federalwide Assurance (FWA) Registration Information

Description: Memorandum stating UNM HSC compliance with Federalwide Assurance (FWA) requirements and registration numbers.

UNM HSC Institutional Support Documentation

Description: Document defining the types of University support that can be required in a grant or contract:  Cost share and Institutional Commitment.

UNM HSC Institution Information

Description: General Information about the University of New Mexico - Health Sciences Center (UNM-HSC).

UNM Out-of-Country Travel Requirements & Recommendations

Description: Requirements from the UNM Industrial Security Office on the requirements and recommendations placed on UNM employees traveling out of the country.  Please read this document if you are planning on traveling out of the country.

UNM Tax Status Letter for Granting Agencies

Description: Legal letter from the Office of University Counsel outlining the tax status of the Regents of the University of New Mexico for the purposes of informing granting agencies

USDA Certification

Description: United States Department of Agriculture (USDA) certification.

VA/UNM Joint Grant Submissions

Description: Memorandum outlining grant proposal/award procedures and requirements for HSC faculty with joint Veteran's Administration (VA) appointments.