This reference document shows required accesses for ORSPA GCO's.
Forms & Reference Documents
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This reference document lists the internal systems and applications that the RA's need to have access to in order to perform their functions and tasks.
This form is to obtain required information from a third party that is contributing to cost sharing.
ASU's compliance certification from the American Association for Accreditation of Laboratory Animal Care.
ABOR-Recognized ASU Centers and Institutes
Link to the Graduate College's webpage where the ABOR-approved list of Centers and Institutes is posted.
This AMT job aid serves as a tip sheet to reference when closing a sponsored account.
Index of NACUBO, State Operating Budget and A-21 codes to be used for account set up.
This job aid defines NSF REU proposal submission requirements, award setup and post-award administration requirements.
This reference document lists the various types of advantage documents and processing/submission information.
Advantage Form A
Link to the Financial Services forms webpage. This document is near the top.
Instructions for completing a vendor entry (VE) in Advantage.
This job aid assists in determining whether a new agreement template is needed, and covers the creation, revision, publication, retention and disposition of agreements.
This Cash Management job aid describes the HHS & NSF Allocation Procedure.
Describes the process for the American Indian Proposal Review and Approval as well as the RA/ORIA Combined Workflow.
This AMT job aid tracks tasks that are not reflected in the AMT Workschedule or Award Modification task lists.
Animal Care
Link to the Office of Research Integrity and Assurance webpage regarding animal care.
This Cash Management job aid details the steps to produce the cash flow status report of Sponsored Projects to upper management.
This document describes the reporting requirements for ARRA.
An overview of ARRA reporting process at ASU
This form is completed by the PI verifying that the Contractual Confidential/Proprietary Data Information are met.
PNT Job aid describes the steps for data entry for a new subaward.
ASU Audit Statement
Link to the ORSPA webpage where the A-133 audit reports are posted.
ASU's DS-2 (Disclosure Statement), approved by DHHS.
A decision tree for determining the appropriate category for ASU sales activity: specialized service facility; university-wide service center; recharge center; external sales unit or auxiliary; or internal sales unit.
Memo provided to NEA listing those with signature authority for sponsored projects at ASU.
ASU's determination letter from the Internal Revenue Service.
Audit and Disclosure Statements
Link to the ORSPA webpage where ASU's annual audit reports and its DHHS-approved disclosure statement are posted.
A form for the subrecipient to fill out.
This document describes the folders' naming conventions.
This job aid provides the steps for printing Award Notices
Cash Management job aid.
Biosafety
Link to the Office of Research Integrity and Assurance webpage regarding biosafety.
Guidelines for creating budget justifications/narratives.
ORSPA five-year Excel budget worksheet for use in proposal development.
A job aid to assist in using the budget worksheet template (either version) to create a proposal budget.
ORSPA three-year Excel budget worksheet for use in proposal development.
This Cash Management job aid shows the steps to run the CBAL 03 Crystal Reports.
Guidance from ORSPA and ASU Foundation regarding the management of non-government support.
Job aid describing the detailed steps for issuing a refund check.
A job aid detailing the steps for subaward invoice processing.
Guidance on when negotiations on agreements may be terminated or cancelled.
Cash Management job aid.
Job aid for the steps to verify conflict of interest using Coeus 3.8.2.2
Conflict of Interest
Link to the Office of Research Integrity and Assurance webpage regarding conflict of interest.
This AMT job aid outlines the set up process of core accounts for consortiums.
This AMT job aid outlines the process for reconciling accounts associated with a consortium.
Tool to calculate value of equipment depreciation during project period.
This form to be used for required information relative to cost sharing during the proposal preparation.
Form for approval routing of cost sharing requests.
How to use the ORSPA 305 Cost Sharing Form.
This job aid explains unrecovered F&A and how to calculate it.
Proposal cover letter for submissions to industry sponsors.
Proposal cover letter for standard submissions
Cover letter of intent to prime sponsor for subaward, version 1.
Cover letter of intent to prime sponsor for subaward, version 2 for collaborative agreement.
This AMT job aid describes the steps for creating a Journal Voucher or J1 that can be used to adjust revenue and expenses.
Request for execution of current cost and pricing data certification process.
Template to request execution of current cost and pricing data certification.
This job aid describes the steps to be taken when a faculty member leaves ASU to go to another institution.
This job aid describes the steps to obtain cash advances
What is typically allowable as a direct cost vs. administrative cost, and what is an unallowable cost.
This job aid details the instruction for the documentation of cost sharing during execute project.
Form to use when identifying interrelated projects and their accounts.
Background, summary and implementation of process for allocation of cost between interrelated projects.
This is a reference guide for RAs outside of Engineering to utilize to make sure they are using the correct departments/schools on the routing forms.
A detailed breakdown of the approved ERE rates for FY12
Cash Management template.
Cash Management template.
Cash Management template.
Cash Management template.
Cash Management template.
Cash Management template.
Expenditure Coding
Link to the Financial Services webpage listing expenditure codes.
Information regarding export controls for use by PNT.
ASU's indirect cost/fringe benefits negotiation agreement from DHHS.
F and A Rates
Link to the ORSPA sitelet that includes the F&A wizard for determining correct rates; information on what F&A includes and how rates are calculated; waiver requests; and related documentation.
OKED form for requesting an F&A waiver.
A list of ASU facilities considered on-campus facilities for F&A purposes.
Description of the F&A rate calculation process and the cost pools that are utilized.
ASU's facilities and administrative rates by type and category.
Historical information on ASU's F&A rates from 1994 forward.
Matrix indicating when a particular cost is normally charged directly or indirectly to sponsored agreements.
A resource for faculty on research and sponsored projects administration at ASU.
PNT Checklist for FFATA process on subawards.
Flow chart representation showing the steps for this process.
Funding Opportunities Database and Resources
Link to the funding.asu.edu webpage with links to funding opportunity databases and other tools.
This reference document shows the type of overrides that GCO is authorized to make.
This job aid defines what to submitt when gift cards are requested.
Steps for the A-133 required subrecipient annual audit
This reference document addresses the details for the monthly reporting process.
Reference document for subrecipient.
List of needed documents when processing a subaward.
Details for submitting invoices for subcontractor.
Job Aid for AMT showing the steps related to draw requests
AMT Cash management job aid
Tip sheet for research administration staff covering the transfer of sponsored projects.
Indirect cost calculation worksheet, for use when multiple rates are involved.
Indirect cost calculation worksheet, for use when there is one rate involved.
ORSPA indirect cost calculation worksheet, for use when there is one rate involved.
Job aid re the institutional bundle for completion of proposal submissions.
Institutional Review Board
Link to the Office of Research Integrity and Assurance webpage regarding human subjects.
This PNT job aid details the steps to enter proposal data into Coeus.
Form required if intra-university consulting pay is indicated on ORSPA 300, section N.
Flow chart showing the steps for this process.
Details for submitting invoices for subcontractors.
Details for submitting invoice to subcontractor.
A Word template to be used in conjunction with the Style & Formatting Guide when creating job aids.
Limited Submissions Internal Process
Links to the Research Strategy Group webpage referencing ASU's internal process for limited submissions.
This Cash Management list shows information for letter draws.
This PNT job aid describes the process and the steps for Master Agreements.
This AMT job aid describes steps for project obligated period ending in the 60-day letter.
Job aid for the negotiation and distribution of Material Transfer Agreements.
This AMT job aid describes how to look up payment information in My invoices.
PNT Mailbox Management of Non‐Disclosure Agreements (NDAs) (also known as CDAs or PIAs)
This PNT Checklist is for use with negotiations WI-SN-70.
New Account Application Form
Link to the Financial Services forms webpage. This form is near the top of the page.
This is a useful tool to meet program requirements.
This job aid and checklist assists in avoiding errors for NIH proposals
A job aid regarding the change from Executive Level I to Executive Level II, and how new awards and existing projects will be handled with regard to this issue.
NIH Salary Cap Calculation
A job aid to assist departments in complying with NIH, SAMHSA, and AHRQ salary requirements. Includes a tool for calculating salary cap limits.
Describes the steps to follow for Non-Competitive Continual Renewal Proposals for Existing Projects
Form for requesting non-payroll cost transfers.
This email template is to be used for pre-propsals that do not require institutional commitment.
This is a useful tool to meet program requirements.
This job aid was developed to assist in the submission of NSF Collaborative proposals.
This job aid explains how to write the scientific justification for different situations when submitting OAF. Templates are included.
Form for: a) change requests; b) requests to establish at-risk accounts; or c) requests for approval of CAS exceptions.
This form is to be used for submitting a request for cost share refund to Financial Services.
Guidance document regarding other than full and open competition in procurement.
This job aid shows the steps for applying advantage overrides by the Units.
This job aid details the steps for obtaining advantage overrides by ORSPA.
Form for sponsored expense advance for payments to individuals abroad.
Payroll Redistribution Form
Link to the Financial Services Forms page. This form is near the bottom of the page.
Payroll Redistribution Form - Instructions
Link to the Financial Services Forms page. This form is near the bottom of the page.
This is a tool to determine percent effort to person months (PM)
Checklist showing the proposal review items by PNT
Job aid for PNT on sponsor guidelines for expanded proposal review.
Job aid on flow between post-award SharePoint sites.
Postdoctoral Mentoring Plan
Link to the Office of Research Integrity and Assurance webpage regarding postdoctoral mentoring.
This AMT job aid describes the process to post interest earned on program income accounts.
This Cash Management job aid describes the steps to run the PRE01 report from Crystal Reports, Award folder.
Instructions for handling of partially executed and fully executed agreements.
Job Aid for Processing Notifications and Prior-Approval Requests for Submission to the National Science Foundation via FastLane.
Processing at-risk requests using the ORSPA Action Form.
Reference document providing guidance on program income.
Form to certify progress report submission and recertification of responsible conduct.
Proposal Budget Information Sheet
Link to ORSPA webpage providing guidance on development of proposal budgets.
This reference document describes the approved approach to proposal deadlines.
Job aid describing the process for relinquishment of proposal when requested by the PI or sponsor
Template for proposal relinquishment information
ORSPA form for routing and approval of all proposals.
Tips and details for completing ORSPA 300 form.
Form to use for additional investigators and allocatioons
Guidance on acceptable language regarding publication of the results of research and other sponsored activities.
Job aid detailing the query process for subagreements.
This document provides step by step instructions (including screen shots!) to facilitate the following three areas: Accessing RA SharePoint, Accessing My Items in ORSPA (RA Tasks), Accessing proposal and Awards Storage Sites.
Tool for calculating cost of recharge operations.
Guidance on recognition for research activity, for use with the ORSPA 300 form.
ORSPA's official records retention schedule.
An email template for the RA's to use when requesting a change to contributed effort commitments, employee name and ASU affiliate ID
Job aid detailing the requirements for second no cost extension on NIH awards.
AMT Cash management job aid.
General brochure on Research Operations teams and processes.
Application form for student employment with Research Operations.
A reference for creating a proposal number in Coeus and establishing a proposal SharePoint site.
This checklist includes important items that should be brought to the attention of your PNT GCO upon reviewing a contract solicitation.
This checklist will aid in the review of funding announcements, and includes 21 questions to be answered before preparing a proposal.
This AMT job aid details the steps for cost transfer requests review and approvals.
This AMT job aid describes the steps for the review and approval of payment vouchers.
This AMT job aid details the steps for the review and approval of Sponsored Projects payroll redistributions.
RID & IIA Information
The OKED Finance website provides detailed information on RID distribution and IIA accounts.
A Excel-based tool to use for calculating determining fiscal year Research Incentive Distributions (RID).
This reference document shows steps to analyze subrecipient risk assessment and guidance for the risk analysis.
Confirmation letter of insurance coverage from ASU Risk Management.
Guidance on which ORSPA team will submit new non-competitive, continuing-renewal proposals, and when routing forms are required for such.
Steps for screening subawards.
Guidance on charges for salary and wages to sponsored agreements, and general principles.
Use this document to find science codes related to the topic of the proposal. Tip: When you have the document open, press CTRL+F on your keyboard and search the document for some keywords related to the proposal.
Science Code Lookup Guide
Link to ORSPA webpage containing the Science Code lookup document, for use with ORSPA Form 300.
Scientific Diving
Link to the Office of Research Integrity and Assurance webpage regarding diving.
AMT Cash management job aid.
Space, Planning, and Estimates for Design and Construction: Request for Service
Link to the Facilities forms webpage. The Request for Service: Space, Planning, and Estimates for Design and Construction form is found in the middle of the page.
Checklist for PNT of specific sponsor forms for expanded proposal review.
Sponsor checklists
Link to ORSPA webpage listing sponsors' proposal guides and checklists.
Sponsor Limited F&A Rates
Formerly titled "Approved F&A Waiver List". This page provides a list of approved sponsors with F&A restrictions.
Describes the steps to manage and maintain the Sponsored Limited F&A Rates document.
Job aid for fulfilling sponsor request for environmental certification.
Job aid for fulfilling sponsor request for revised statement of work, budget, or budget justification.
Job Aid for fulfilling sponsor request for small business subcontracting plan.
Job aid for fulfilling sponsor request for supplemental information before finalizing award.
Log for sponsored cash advance on remote operations purchases.
Application for sponsored project cash advance fund.
This job aid is a checklist to determine allawability of expenses for sponsored projects
Standard Institutional Information
Information related to the processing of ASU proposals and awards, including mailing addresses, key contacts, institutional codes, and other pertinent information.
This job aid describes the details for stipends setup
Details for students relative to subcontractor invoicing process.
Style and Formatting Guide
Guidelines for formatting work instructions and job aids.
Template for subgrant to ASU.
Guidance on differences between subaward agreements issued by ORSPA and service consultant agreements issued by Purchasing.
This job aid details the steps for processing invoices for subawards.
This PNT job aid describes the negotiation process for modifications of subawards
This PNT job aid describes the negotiation process for subawards.
Template for requesting information for establishing a subcontract.
This AMT job aid, with its detailed steps, assists in the submission of patent reports to meet sponsor IP reporting requirements.
Form to obtain information relative to A-133 audit status of subrecipients.
A form used to obtain and document commitment from subrecipient
Form used for subrecipient
This PNT guidance describes the Teaming Agreement process.
This PNT job aid assists the GCO to select the subaward agreement template to use.
Form for AMT use when a transaction request is disapproved.
This job aid describes the process to be followed when transferring sponsored research projects from another institution to ASU.
TRIPS Application and Approval Form
Link to OKED form for requesting Travel of Research Investigators to Potential Sponsors (TRIPS) funding.
Understanding Pay Option 2-A12
Tip sheet for understanding Pay Option 2 (A12), paying a 9-month academic contract over a period of 12 months.
This form is used to request a Fly America Act waiver in order to use a non-U.S. flag carrier for travel.
Form used for subrecipient
This job aid identifies the sponsors that require dummy parent accounts to be set up and how to do so.
This Job Aid describes the detailed steps that AMT performs for work stoppage.