Proposal Routing

All Personnel who meet the definition of a covered individual must complete a CU Denver COI Disclosure Form according to the following requirements:

• Within 60 calendar days of being hired;
• No later than at the time of application for research funding (i.e., one cannot submit a grant if a current disclosure is not on file with the COIC Office). As this is a Federal policy, no exceptions can be made for this step;
• Annually between mid-August and October or upon request by the COI Official;
• Within 30 days of discovering or acquiring a new significant financial interest (e.g. through purchase, marriage or inheritance); or
• Within 30 days of the occurrence of any trip for which there is reimbursement or sponsored travel.
  
  

Regulatory Compliance Conflict of Interest (COI) Homepage

Code of Federal Regulations - FCOI

Sponsors Using the PHS FCOI Regulations

Faculty whose appointment start date is in the future may apply for proposals through CU Denver provided the project period start date is not prior to the appointment start date and the appointment has received the proper approvals. Awards cannot be accepted until the faculty member's appointment has begun.

The following items must accompany the proposal routing to receive institutional approval:

Signed memo from the appropriate appointing authority that includes the prospective faculty members approved FTE, salary and appointment date. This information is for internal purposes only to verify the effort and salary requested for the proposal and is not submitted to the sponsor.

A UCD employee, who is eligible to serve as a PI on extramural research funding, must complete the PI Signoff of the PI Assurances in the electronic routing process. This step is for the internal routing approval process only. This person is not included on any of the proposal information submitted to the sponsor.

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 re-budgeting
  
• 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.

 

For Carry Forward Requests and No Cost Extensions, please contact your OGC Post Award Administrator or email ogc.postaward@ucdenver.edu.

Routings for applications where the final grant submission is performed by CU Denver 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).

• 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.
  
• 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 (NIH Applications Only). 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)
    

• 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.
  
  

Please see the Accessing InfoEd Training Materials document for more information about training materials and routing instructions.