OSP Forms Required for All Proposal Submissions

The purpose of the NOI is to notify OSP of the intended external organization an individual intends to pursue. In compliance with University policy, it assures campus-wide coordination and appropriate oversight to avoid multiple requests from the same funding source and will allow collaborative opportunities to be explored, if necessary. Please submit pages 1-3 of this form when a funding source has been identified; 

Important: This form must be downloaded and saved to your computer and then opened and completed in Adobe.  If the form is completed in a web browser, the data will not save. Pages 1-3 of this form should be completed and emailed to OSP before proposal preparation. OSP staff will route the completed form to the appropriate parties for signatures using AdobeSign. 

The Grant Approval Routing Form is used to electronically obtain signatures for approvals and provide PI assurances. This form must be signed by the PIs Dean and Chair when UVU is the Prime Institution. UVU Co-PIs must have their Dean’s and Chair’s signature as well. Additionally, if an awarded grant will affect other departments on campus such as Curriculum, Facility Rental, IT, etc., the area VP of the impacted area must sign. UVU Endorsement section signatures will be obtained by OSP. Submit the Grant Approval Routing Form along with the completed grant proposal at least 5 days before the submission deadline. The Grant Approval Routing Form  is completed AFTER the NOI has been completed and submitted to OSP. Pages 5-14 of the Grant Approval Routing Form should be completed and emailed to OSP at least 5 business days prior to the grant deadline. OSP staff will route the completed form to the appropriate parties for signatures using AdobeSign. 

Important: This form must be downloaded and saved to your computer and then opened and completed in Adobe. If the form is completed in a web browser, the data will not save. Email the completed form to OSP.

OSP Forms Required for Some Proposal Submissions

Utah Valley University (UVU) is subject to the Code of Federal Regulations 2 CFR 200.301 that requires UVU to monitor subrecipients of federal awards to determine their compliance with federal requirements. The subrecipients need to have expenditures exceeding $750,000. Accordingly, UVU requires its subrecipients to complete this form as part of its Subpart F – Audit Requirements subrecipient monitoring process.

All subrecipients must complete this form when submitting a proposal to Utah Valley University (UVU) and once a year thereafter. It provides a checklist of documents and certifications required by sponsors, as well as an area for the authorized institutional representative to sign.

A Change of Principal Investigator (PI) Form should be completed to inform the agency and make the institutional change if a PI leaves UVU or is no longer working for the institution.

Each investigator shall fill out this disclosure statement in order to disclose any potential conflicts. The purpose of the UVU policy on Conflicts of Interest(see UVU Policy #114) is to establish standards and procedures to be followed by UVU to identify, manage, reduce or eliminate any conflicts of the PI/PD responsible for the research or project which could directly and significantly affect the design, conduct, or reporting of the externally-funded research or project.

Each PI/PD must submit a separate Conflict of Interest Disclosure Statement for every proposal that is submitted.  If a proposal is awarded by the sponsor, the PI/PD will complete a new Conflict of Interest Disclosure Statement for that award.

The definitions below shall be followed in completing this form.

    1. 1. Investigator means the principal investigator, co-principal investigators, and any other person involved in the research who is substantively responsible for the design, conduct, or reporting of research or educational activities funded or proposed for funding by an external entity.
    2. Administrator means the direct supervisor of the investigator, which may include the Department Chairperson, Dean of the School, Sr. Vice President, etc.
    3. Research means a systematic investigation designed to develop or contribute to generalizable knowledge in any academic discipline. The term also encompasses all studies conducted at the University, including basic and applied research and product development.
    4. Significant financial interest means anything of monetary value, including, but not limited to salary or other payments for services (e.g., consulting fees or honoraria), equity interest (e.g., stocks, stock options or other ownership interest), and intellectual property rights (e.g., patents, copyrights and royalties from such rights).

The term does not include:

    1. Salary, royalties or other remuneration from the University;
    2. Income from seminars, lectures or teaching engagements sponsored by public or nonprofit entities;
    3. Income from service on advisory committees or review panels for public or nonprofit entities;
    4. An equity interest that, when aggregated for the investigator and the investigator’s spouse and dependent children, meets both the following tests: does not exceed $10,000 in value as determined through reference to public prices or other reasonable measures of fair market value, and does not represent more than a 5% ownership interest in any single entity;
    5. Salary, royalties or other payments that, when aggregate for the investigator and the investigator’s spouse and dependent children, are not expected to exceed $10,000 during the next twelve month period.
    6. Any entity related to the proposed sponsored project includes the following non-UVU business or individuals: suppliers of equipment, materials, or services related to the research; business commercializing a product that the research is intended to evaluate or further develop; or party whose financial interests would seem to be directly and significantly affected by the research.

If the proposal is awarded by the sponsor, the PI/PD is responsible to verify that every person who is substantively responsible for the design, conduct, or reporting of the activities in the award has completed a Conflict of Interest Disclosure Statement and submitted it to OSP (the OSP Director of Post-Award Services can provide direction in completing this form).

The Statement of Work (SOW), also known as the Scope of Work describes all essential and technical requirements for the effort to be performed, including standards to determine whether the requirements have been met. The submitted proposal, with any pre-award revisions, should be the basis for the SOW. A detailed budget and budget justification should be attached to the SOW.

The Consultant Letter of Commitment form states what specialized expertise and support he/she will be contributing to a specific grant project and includes the consultant fees and time commitment.


OSP Post-Award Forms

At the end of each semester, the PI/PD is responsible to verify and certify the time and effort of all project personnel for that semester. Additionally, the PI/PD's immediate supervisor is required to verify and certify any time and effort expended on the award by the PI/PD. No project personnel may be paid for work under a sponsored award unless their effort is supported by a sponsor-approved budget, and their time and effort has been verified and certified by an appropriate supervisor. If your grant has ended during the last semester, please put the end date of the grant as the end date of your certification. No grant funds may be incurred after the grant performance period has ended.

At the end of each semester, you will certify where your effort was actually expended during the past semester. All employees who work on and charge payroll costs to a sponsored program must complete and submit to OSP one of the two methods listed below at least once per semester (including Summer) within two weeks of the end of the term. The method of effort certification is determined by the employee's FLSA Status.

All FLSA-exempt employees must complete the OSP Time & Effort Activity Reporting Certification Reporting Form.

All FLSA non-exempt employees must complete the UVU Time Information Management System (TIMS) daily data entry. FLSA non-exempt employees who use the TIMS system to enter their work hours will not need to do anything additional to complete this portion of the effort certification requirements.

This manual provides a step-by-step resource for completing the Banner Effort Certification Module.

This form is used to estimate where you expect your effort to be expended during the coming semester. This form will be completed at the beginning of the semester.

This form is used to describe desired purchases using Sponsored Program Funds. Once the form has been submitted, OSP staff will review the request. Once the request has been approved. the PI/PD or their designee will follow the appropriate UVU procurement process to finish the purchase. 

This form is required to initiate a formal budget change request from the sponsored program sponsoring organization through the Office of Sponsored Programs.
Note: All budget revisions must be initiated through the OSP and must be made sufficiently early so that expenses that are incurred after the revision has been approved by the sponsor can still meet allocability standards (to advance the work of the sponsored project). Budget revisions should occur at least two months prior to the closeout of an award.