Awards Supporting Attachments
Supporting Attachments: Awards and Modifications
- Uploading Attachments
- Required Attachments
Uploading Attachments
Upload all attachments relevant to your award setup or modification request. You can select one or more files, and then drag and drop them or use the Browse for Files link. You can add attachments while your request is in Composing or Returned status.
The following image shows the section you use to upload attachments:
Required attachments include:
- Communication between campus and sponsors, and campus and OSP.
- Attach emails as “.msg” or “.eml” files, this allows OSP to respond directly to email threads if needed
- Award documents
- All Award Setup Requests should include some type of Notice of Award or Agreement document
- Is there a sponsor deadline for accepting the Award? Attach sponsor documentation.
- You will also need to Select “Sponsor has a deadline for accepting award” in the General Information section. Explain where this date is located in the notice of award in the instructions field and attach sponsor documentation in the supporting attachments section.
- Compliance documentation, such as IACUC and IRB approvals
Additional Attachment Requirements for Modification Requests
Different types of modification requests may require a variety of other attachments. Review Award Changes for more details on OSP/GCA Modifications.
Funding & Budgeting Changes
Carryover- sponsor approval required
- Attach a concurrence letter that details the reason for unused funds and how those funds will be spent in support of the project for OSP signature and submission to the sponsor.
Addition of Equipment
- Attach a concurrence letter and supporting sponsor required documentation, such as a copy of the quote from the equipment vendor/manufacturer.
Adding Subaward – sponsor approval required
- Attach a concurrence letter for submission to the sponsor along with any other sponsor required documentation.
Supplemental Funding
- MODs for supplemental funding should include similar Required Documents as an Award Setup Request.
- If there is a deadline for accepting the supplemental funding make sure to include sponsor documentation to that effect.
TIP: Applying for supplemental funding? When supplemental funding requests to a sponsor require a proposal application, complete an eGC1. Note, ASRs and MODs are not used for proposals.
F&A Waiver Requests
Attach F&A Waiver form when requesting the use of a non-standard Facilities and Administrative (F&A) rate that does not fall into university policy for a specific sponsored project.
Other Changes
Federal Data Repository Access & Submission
- Attach the completed Federal Repository form.
Progress Report / RPPRs
- Not all progress reports require a Modification request. Review details on Progress Report submission to determine if a modification is needed.
- For those requiring a modification: If there is not a sponsor system of submission involved, attach the progress report or other sponsor required documentation for progress report submission to the sponsor.
If a sponsor uses an electronic system for submission of the report, use that system to prepare and forward your request to OSP (AOR). An example is eRA Commons (NIH).
- Attach a copy of the report with your Modification Request.
Restriction Release
- Include supporting documentation that reflects requirement has been met (e.g. protocol approval).
Clinical Trial Amendments (CTA)
Include the following applicable attachments to your request:
- Amended Scope of Work
- Updated Protocol
- Current IRB approval
- Draft CTA amendment
- Sponsor/CRO correspondence
- CTO summary review & approval email with attachments – if the budget changes by 10% or there are new charges. If the CTO summary review/approval is still pending, state this in the comments. Always provide the most current CTO summary review. Include:
- Email response from the PI to CTO approving the CTO Summary budget review/approval
- CTO Billing Grid and Budget attachments
Programmatic Changes
Key Personnel Changes – including PI
- Change of PI form
- Key Personnel changes – attach concurrence letter and follow steps to request Key Personnel Changes
Work Scope Change
- Attach a concurrence letter detailing the scope change
Schedule Changes
Extension Requests
- Attach a copy of a completed Extension request form for both no-cost extension and temporary internal extension requests
- You may also need to attach a concurrence letter
Review guidance on Extension Requests
End of Award Changes
Early Termination, Relinquishments and Award Transfers
Attach an End of Award Form
Defining the Attachment
Once you have uploaded an attachment, you will see several columns:
- File Name – the name of your file
- Type – select a value from the menu as shown below – this is a required field
- Agreement Documents
- Cost Share Addendum
- Internal (UW) Document
- Correspondence with Sponsor
- Non Financial Report
- Description – enter a brief description of the file – this is a required field
- Attached On – displays the date and time the document was uploaded
Note: The maximum file size is 100MB. A message of “Can’t upload—file exceeds 100MB limit” will display if your file exceeds that size.
The attachments will display in reverse chronological order of their most recent version.
The following image shows a newly uploaded file, with the Type menu expanded and a red exclamation alert for the missing Description:
Selecting the blue caret (>) to the left of the file name will expand the row. Information about the version of the attachment will display, along with a Version Comment field. The following image shows an expanded entry:
Attachments can be downloaded from the Award.
While your Award Setup Request is in Composing status, you can delete an attachment by selecting the blue trash can icon at the far right.
Note: Do not delete OSP- or GCA-generated documents unless instructed.
This opens a confirmation dialog window, as shown below:
To cancel the process, select the blue X in the upper right, the Cancel button, or simply click outside of the dialog window.
- Communication between campus and sponsors, and campus and OSP.
