Routing

When to Route

All proposals involving NEW money (i.e., money not already awarded) must be routed electronically prior to being submitted to the sponsor.
Other types of actions do not require a formal routing form. Provided instructions should be followed to process these types of requests. Examples include the following:

• Award notices for proposals that have already been routed
• Requests or authorizations for additional time(NCE)
• Requests to carry-forward money
• Requests or authorizations for rebudgeting
  
• Amendments to contracts which do not add funds
• Confidentiality agreements
  

While the above actions do not require a formal routing form, such requests should be sent to Grants and Contracts as quickly as possible so that appropriate action can be taken.  Please include relevant project information when submitting such requests, including the PI, sponsor, project number and most recent proposal number. Contracts items should be sent to ogc.contracts@ucdenver.edu and Grants items should be sent to xenia@ucdenver.edu.

Routing Requirements

Routings for applications where the final grant submission is performed by the University of Colorado Denver Office of Grants and Contracts (Authorized Organizational Representative submission) must be received for review by Grants and Contracts PreAward by the end of the 12th business day prior to the submission deadline for OGC PreAward Approval.

The final electronic version, ready for submission, must be in InfoEd eRA for Grants and Contracts by 4:00pm on the 4th business day prior to the submission deadline date. Notification must be sent to eapp.xenia@ucdenver.edu when application is ready for submission. If the application is submitted by a method other than InfoEd eRA, then the notification must include the application file or the application must be ready in the applicable sponsor portal.

​Routings where the final grant submission is performed by the PI/Department must be received for review by Grants and Contracts PreAward five (5) full business days prior to the submission deadline.

Forms and Documentation Requirements: All applications and proposals sent to Grants and Contracts must be in a complete and final format upon receipt and include the Routing Form, other required internal forms, approval signatures, a print-out of all parts of the grant application including attachments, and a print-out of instruction materials (non-NIH Sponsors only).

What to Route

• Routing form (i.e., Approval of Application for Grant or Contract) electronically signed by PI, Department Chairperson, and applicable Dean or Administrator via InfoEd eRA.
  
• Clinical Trials Supplemental Budget and Certification​ (CU Denver Fiscal Policy 4-01) industry-sponsored contracts only
  
• Sponsor's instructions
  
• All forms required by the sponsor. The information should be complete, and all signatures (except institutional endorsement supplied by Grants and Contracts) should be obtained, prior to routing.
  
• Budget pages. Regardless of the sponsor’s budget requirements, routings for competing grants should include detailed budget pages or spreadsheet for the entire project period. Routings for non-competing years of a project should include budget information on the Routing form, but additional detailed budget information is not necessary unless the sponsor requires it.
  
• Salary increase verification. If the PI’s salary in the proposal is above UCD allowable proposal inflationary increases (5%), documentation of the approved salary increase from the appropriate dean, supervisor or appointing authority must be included as an internal document with the routing.
  
• VA MOU. For any person who is listed in the proposal budget who has a dual appointment with the VA, their current fully executed VA MOU must be included with the proposal routing as a required internal document.​
  
• All other documents (e.g., biographical sketches, other support pages, letters of support) to be submitted to the sponsor.
  
• If any of the funds will be contracted to other organizations, please include the following from the subrecipient organizations:
  
  • All forms the sponsor requires for subrecipients. The information should be complete and must bear institutional endorsement from the subrecipient organization.
    
  • Budget pages. Budget figures should always be supplied by the subrecipient in order to insure the proposed subrecipient budget is in line with the subrecipient's institutional policies.
    
  • Budget justification
    
  • Scope of work
    
  • Any and all other documents that will be submitted on behalf of the subrecipient (e.g., biographical sketches, other support pages)
    

Purpose of Routing Form

• Establishes the eligibility of an individual to be a PI
  
• Defines the appropriate department/division to receive recognition for the proposal and award
  
• Identifies the project location. The location of projects subject to the University's negotiated rate agreement determines the appropriate rate to be used.
  
• Identifies the correct human and/or animal protocols associated with the project
  
• Identifies radiation and biosafety approvals
• Identifies any cost sharing, and whether it is mandatory or obligatory
  
• Indicates that appropriate financial interest disclosures have been filed
  
• Provides endorsement of the project by the department and applicable dean.
  

Electronic Routing

One of the features of the InfoEd Electronic Research Administration (eRA) system is the ability to route proposals electronically, notifying reviewers via email for their approval and gathering their signatures electronically. Everything is centrally controlled and viewable within the InfoEd eRA system. Anyone with access to that particular proposal or contract routing will be able to see the progress.

Routing is part of the Proposal Development module and is being rolled out parallel to the development and submission of System to System proposals.

Interim Solution

In the meantime, for those proposals prepared in InfoEd eRA Proposal Development for submission, the electronic routing form can be used with the signature form for interim routing. Print out the routing eForm and the signature sheet, route these forms only and submit to OGC for review.

Pilot Phase:Completed

The Electronic Research Administration (ERA) team at the University of Colorado Denver | Anschutz Medical Campus piloted routing during the spring of 2014 with a few departments to work out details.

Phase One: Completed​

Phase One focuses on all departments who currently use the FormRouter Electronic Proposal Routing solution to route proposals. We are well on our way to the goal to transitioning all of these departments over to InfoEd eRA routing by June 30, 2014.

Phase Two: July - September 2014

Phase Two will reach out to other departments who are actively submitting NIH system to system proposals and who would like to utilize routing as part of their submissions.

Phase Three

Phase Three will bring all other departments online to route all proposals and contracts. This phase will take the longest and will be broken down into smaller milestones dependent on which departments are left and the time it will take for setup and training.