Department Authority Form
This form is to be used only after the Vice Chancellor for Administrative Services has approved a request to delegate authority to Deans or Directors. A copy of the request form can be found below. This documents the approval of the Deans or Directors of changes to awards that fall under the Universities waivers of prior approval.
Restricted Fund Notification and Request Form-
Request for changes under a waiver of prior approvals, or agency approval
This form replaces the OPAS form. This form is to be used for all changes to a sponsored project that are outside of the general authorities granted under 2 CFR 215. The department requesting the change must identify on the form if the request falls under the specific awards waivers for prior approval or if the request must have the prior approval of the sponsor. Once filled out and properly endorsed at the department, the form is to be sent to OGCA for processing. OGCA will either send a formal notification, or request to the sponsor for the action initiated by the principal investigator as required. For actions requiring prior sponsor approval, the changes are not authorized until a written approval is issued by the sponsor.
These templates shall be used for all collaborations with non-profit organizations, other universities, and state or local governments. They are not intended for use with commercial collaborators (for-profit companies). If you have a commercial subaward, please enter a Purchase Requisition (PR) and forward your backup (scope of work, budget, and deliverables) to UAF Procurement & Contract Service (P&CS). Please refer to the instructions for the subaward templates listed below the form.
For information on subrecipient monitoring, please see the Procurement & Contract Services website:
- Air Force Office of Scientific Research Subaward Template
- Army Research Office Subaward Template
- Enviromental Protection Agency Subaward Template
- National Aeronautics and Space Administration Subaward Template
- National Institutes of Health (all institutes included) Subaward Template
- National Science Foundation Subaward Template
- Office of Naval Research Subaward Template
- Other Funding Sources Subaward Template
- US Department of Agriculture
- US Department of Energy
Request for CAS Exemption to Direct Charge Costs Normally Treated as Indirect Costs
This request, also known as the Major Program Designation Request, is the mechanism by which to request a waiver from the Cost Accounting Standards to direct charge to restricted funds costs that are normally treated as indirect costs. The form requires the review and approval of UAF's Provost, Vice Chancellor for Administrative Services, and concurrence by the Statewide Controller. For additional information and guidance on the request, please refer to the Statewide Accounting and Administrative Manual D-05.)
Letter of Assumption of Liability, New Award without Invoking Pre-Award Costs
This form is used to set up a new Banner grant under assumption pending receipt of the award. The assumption is an assumption of financial responsibility by the department requesting the account. If costs are incurred and an award is not issued by the sponsor, the department is liable for the charges made. This request will allow the assumption to be entered into Banner on the anticipated start date- no pre award costs are involved. BRF's need to be submitted with this letter. Please refer to the instruction listed below the form.
Letter of Assumption of Liability, New Award Invoking Pre-Award Costs
This form is used to set up a new Banner grant under assumption pending receipt of the award and allowing pre-award spending up to 90 days prior to the anticipated start date. The assumption is an assumption of financial responsibility by the department requesting the account. If costs are incurred in the pre award period and an award is not issued by the sponsor, the start date is later then the originally anticipated start date, or the award is issued as a contract, the department is liable for any unallowable charges. Pre award costs are involved, BRF's and a RNF is needed to be submitted with this letter. Please refer to the instruction listed below the form.
Letter of Assumption of Liability for Use of Residual Funds
This form is used to continue spending funds already awarded pending receipt of modification. This request will not change your existing grant end date, but will extend the funds thru the approved assumption period. If a modification extending the award period is not issued by the sponsor, the department is liable for all charges after the project end date. Fund BRF's need to be submitted with this letter. Please refer to the instructions listed below the form.
Letter of Assumption of Liabilty for Incremental Funds Under an Existing Grant
This for is used to assume liability for additional funds on an existing grant, pending receipt of modification. This request will not change your existing grant end date, but will increase your budget under account 8003 to allow for additional spending. If a modification extending the award period or increasing the award budget is not issued by the sponsor, the department is liable for all charges after the project end date and all charges above the sponsor approved budget. Funds BRF's need to be submitted with this letter. Please refer to the instructions listed below the form.
60 Day Cost Transfer Memo
When preparing a journal voucher transferring a cost greater then 60 days after the end of the month in which the charge originally posted, a 60 day cost transfer memo is required. Below is a template for department use identifing the areas that need to be addressed on the memo. Please attach the completed form with department signatures and submit to OGCA with your journal voucher.
Third Party Match Certification Template
When third parties are contributing to the voluntary or involuntary match requirements for a sponsored program, UAF is required to have documentation of the third party costs before we are able to include it in the total project match or cost sharing. The following document is an example of the information needed for the certification to be accepted. Please feel free to send the template to your third party collaborators and remind them the certification needs to be on letterhead, the costs need to be identified by cost type (e.g. salary, benefits, supplies) and must be signed by a company officer who has the ability to certify costs on behalf of the organization.
Residual Inventory in Excess of $5,000
This form is to be used at the closeout of a project. The PI is to certify the value of all remaining inventory to ensure the value does not exceed $5,000. If the value does exceed this amount, OGCA is required to report the value to the sponsor to ask for disposition. The sponsor may allow UAF to purchase back the inventory or allow us to keep the inventory depending on future funded projects. Please send the completed form to your OGCA Grant Technician.