Award Processing: Sponsored Programs

The Research Track

Stops on the Track

    Research Navigation


    Before starting and during your research, there are training requirements that must be completed. Training


    Consider funding opportunities when thinking about your research idea. UIC has many opportunities to obtain funding for your project, as well as information on external funding options. Funding


    Some argue that the most important aspect of a research study is its design. Thinking through each step of the research process allows investigators to determine where additional resources may be needed, identify potential deficits in the study plan, and make changes to strengthen a proposal prior to its submission. Proposal Development


    Working through the Office for the Vice Chancellor for Research (OVCR), the Animal Care and Use Committee (ACC) helps you comply with federal regulations, state laws and University policies regarding the involvement of animals in research. Regulatory Research Requirements


    The Office of Business and Financial Services (OBFS) supports the business and financial operations of the University and assists units in their daily operations- including research studies. In research, OBFS is active in the Post-Award period. Common OBFS tasks include setting up anticipation and project accounts, and budgets in Banner. Award/Contract Processing & Acceptance


    UIC has specific personnel who receive, negotiate and accept industry sponsored research awards or contracts on behalf of you and the university.Industry Sponsored Research


    Award administration begins with your notification of the award and continues until the financial and technical closeout of your grant or contract is complete. Administering Research


    Assistance and guidance is available to help you operationalize and carry-out your research protocol. Conducting Research


    Numerous policies govern the management of data and records. The University offers a variety of resources to help you manage your data. Data & Records


    The University encourages your pursuit of scientific understanding and innovation. Services are available to encourage that innovation, help you prepare and publish your study and/or facilitate effective management, transfer, and commercialization of UIC technologies and your intellectual property. Results & Dissemination


    Research responsibilities do not end when results are published. You still have financial, final progress, and invention/patent reports as well as contractual responsibilities to complete. Award Closeout Procedures

    Sponsored Programs

The Office of Research Services (ORS) handles all pre-award and non-financial post-award activities. Pre-award activities include activities from the pre-proposal stage to the receipt and processing of the award, up to the point of account set up. ORS assists faculty and staff in proposal development, review and endorsement of proposals, submission of electronic proposals, negotiation and execution of contracts, reporting, receipt and processing of the Notice of Awards (NOA), interpretation of sponsor guidelines, and ensuring compliance with both agency and University policies. ORS also develops and communicates institution-wide policies specific to sponsored programs.

ORS Minimum Required Documents for Proposals

  1. PAF with ALL appropriate signatures
  2. Abstract/scope of work
  3. Budget -Template
  4. A budget narrative should be prepared to explain how the budgeted costs relate to the project. The Narrative should provide sufficient detail to allow the sponsor to determine whether the proposed costs are reasonable and appropriate. See the key elements of the Narrative.
  5. Sponsor application forms
  6. If applicable, IDC (Indirect Cost) Waiver Form and supporting sponsor guidelines, for all budgets that  utilize an Indirect Cost/F&A rate that differs from our current F&A rates

* If not provided at proposal stage, the full and final proposal must be submitted to ORS via a Request-for-Action (RFA) form within 5 business days of submission.

When to Route a PAF vs. RFA

When routing documents to ORS, please be sure to use the appropriate form as explained below.

Proposal Approval Form (PAF)          


  • Initial Submission or Resubmission
  • Grant Transfer In
  • White Paper/Pre-Application Submission (if official endorsement is required)


  • Budget revision prior to Award Issuance/Acceptance
  • Change of PI (Approved by Sponsor)
  • Change of Org Code


  • Progress report (requires official endorsement)
  • Contract Increment (NOT included in Original PAF – i.e. additional funds, additional time)

Request for Action Form (RFA)

Pre-award Requests from Sponsor

  • Just-in-Time
  • Supplemental Materials

Prior Approval Request

  • Carryover Rebudgeting, No Cost Extension, Change in Scope Significant Change in Effort Change of PI

Contract Modifications

  • No Cost Extension (additional time only)
  • Contract Increment (included in original PAF)