Index of Forms

A variety of forms are required throughout the grant lifecycle. To help you quickly navigate what you need, the forms below are organized by lifecycle phase. For additional forms or questions, contact OSP at ospa@umbc.edu.

Kuali AccessImage of a pen on top of a sheet of paper next to an image of the letter K over a stack of circular disks.

  • Kuali User Access Request Form 
    • Request user accounts, roles, or permissions within UMBC’s Kuali Research administration system.
    • USE WHEN: You need Kuali access to create, route, or manage sponsored project proposals.

Proposal & Submission

Forms needed to build, approve, and submit a grant. 

  • DPS Pre-Award Planning Form
    • DPS Business Team will check capacity, eligibility and overall fit with DPS support possibilities.
    • USE WHEN: Finding out if your program is eligible for a specific grant opportunity
  • OSP Proposal Checklist
    • Outline all essential compliance items, administrative requirements, and documentation needed for a complete proposal package.
    • USE WHEN: Verifying that all materials comply with university and sponsor guidelines before routing to OSP.
  • Principal Investigator (PI) Eligibility Procedures & Form
    • Evaluate and approve individuals who do not automatically hold PI status under university policy (such as non-tenure track staff or adjuncts).
    • USE WHEN: You do not automatically have PI status and need grant special permission to serve as a Lead PI on a sponsored project.
  • New Sponsor or Subrecipient Request Form
    • Request setup of a new external entity in UMBC’s financial and research systems.
    • USE WHEN: Submitting a proposal or issuing a subaward to an organization that has not previously done business with the university.
  • Budget Justification/Narrative SAMPLE
    • Provide a template and structured format to explain and justify each proposed cost line item in a project budget.
    • USE WHEN: Demonstrating to funding agencies why specific expenses (e.g., personnel, supplies, travel) are necessary.
  • Cost Sharing Statement & Approval Form 
  • Cost Sharing Statement & Approval Form – DocuSign
    • Document institutional commitments to share project costs using non-federal or internal university funds.
    • USE WHEN: Cost-sharing is mandated or quantified in a proposal.
  • Facilities & Administrative (F&A) Cost Waiver  – DocuSign
    • Request an exception to apply an indirect/F&A cost rate lower than the university’s standard federally negotiated rate.
    • USE WHEN: A sponsor limits indirect cost recovery.

Image of a golden bell with sound icons emanating from either side.Award Setup & Activation

Form needed to initiate spending and prepare for project kickoff. 

  • Revised Budget Template
    • Provide a standardized format to adjust project financial plans after receiving sponsor feedback or partial award funding.
    • USE WHEN: Submitting updated cost breakdowns matching modified funding allocations or project scopes.

Post-Award Management & Modifications

Form used to modify timelines or maintain active spending during the project.

  • No-Cost Extension Request Form – DocuSign
    • Request a formal extension of a project’s end date without requesting additional sponsor funding.
    • USE WHEN: Extra time is required to complete the scope of work using existing remaining funds.

Image of check marks in circles with arrows pointing between them from left to right.Subaward Management

Forms for evaluating, issuing, monitoring, and amending external subcontracts.

  • Subrecipient vs. Vendor vs. Consultant Determination Checklist
    • Help properly classify external entities participating in a sponsored project.
    • USE WHEN: Ensuring appropriate contracting, budgeting, and legal governance are applied based on the entity’s role.
  • Subrecipient Commitment Form
    • Collect essential institutional data, compliance certifications, and authorized sign-offs from collaborating partner organizations.
    • USE WHEN: Verifying subrecipients meet federal and university standards.
  • Subaward Request Form – New – DocuSign
    • Initiate the creation and issuance of a formal subaward agreement to a collaborating subrecipient entity following a main award.
    • USE WHEN: Creating a subaward agreement.
  • Subaward Request Form – Modification – DocuSign
    • Request formal amendments to an existing subaward agreement, such as adding incremental funding or extending project dates.
    • USE WHEN: Contract modifications to subrecipients are needed.

Closeout & Separation

Form used to finalize project obligations or manage researcher departures.

  • Final Expenditure Certification
    • Form typically completed by the DPS Business Team, but sometimes they need the PI’s assistance.
    • USE WHEN: DPS Business Team asks for your assistance with final expenditures.