Sponsored Programs Administration

Throughout the life of your proposal and award, Sponsored Programs Administration (SPA) provides oversight and administrative support to investigators and departmental administrators.

UMB investigators were awarded $688 million in research, service, and training awards in Fiscal Year 2020. SPA will work with you to submit competitive proposals, negotiate agreements, and navigate the world of sponsored programs administration.

What's New?

Subaward Request Form. Please use this form for all subawards funded by a sponsored project.

Subaward Request FAQs

Your staff may need the KR Viewer role for your unit(s) in order to fill out the Subaward Request form. They would need to find an existing Subaward ID or Award ID, and possibly download attachments from the related Proposal. Please complete the form to Change User Role or Unit and request the Kuali Research Viewer role.

Subaward Request - Internal.  Please use this form ONLY for subawards funded by internal sources.

NIH RPPR:  New Errors for Non-Compliance with Clinical Trial Registration and Reporting at Time of Award and in RPPR. The new checks will now result in an error for grant recipients upon submission of a Research Performance Progress Report (RPPR) when clinical trial registration (required 21 days after enrollment of first participant) and/or results reporting (required 12 months after trial actual primary completion date) is overdue. 

eRA Commons Username. NIH is targeting submission dates on or after January 25, 2022 for a new requirement that all Senior/Key Personnel on a grant application must enter a valid eRA Commons username. Request an eRA Commons username for UMB persons.

Creating people- and system-friendly PDF attachments

Announcements about Federal Funding and Awards

eRA Commons two-factor authentication requirement - NOT-OD-21-172: eRA will begin a phased approach beginning September 15,2021 for enforcing the two-factor authentication requirement for the NIH recipient community

Article link   -   Download detailed instructions

Key Elements of NIH’s Phased Transition for the NIH Applicant/Recipient Community (starting September 15, 2021)

For Users with Scientific Accounts (principal investigators, trainees, etc.):  If you have a single eRA scientific account, you should make the transition as soon as possible. If not, the requirement for use of two-factor authentication will be enforced for all NIH PIs and key personnel 45 days after the first submission of their competing grant application (Type 1 or 2) or Research Performance Progress Report (RPPR) that occurs after September 15, 2021.

For Users with Administrative Accounts (signing official, administrative official, etc.): If you have a single eRA administrative account, you are encouraged to make the transition as soon as possible. If you have multiple administrative accounts, eRA is developing a method to accommodate you using a single Login.gov account. In either of these cases, transition to two-factor authentication will be required in early 2022.

For Users with a Combination of Scientific and Administrative Accounts: If you have a scientific account and one or more administrative accounts at eRA, transition your scientific account as soon as possible and wait to transition your administrative accounts until early 2022.

Reminder Regarding Recipient and Applicant Grants Policy Related InquiriesNIH NOT-OD-21-151 - "As a reminder, inquiries regarding general grants-policy matters are best directed first to the recipient’s Office of Sponsored Programs; specifically, the AOR. In rare instances where these contacts are not able to assist in resolving the inquiry, or determine a need to seek guidance from the NIH on a complex or unusual policy circumstance, recipient/applicant’s AOR, not the PD/PI, may submit policy-related inquiries on the organization’s behalf to the NIH grants policy inbox." 
At UMB, work with your SPA Team on general grants and grants policy matters. SPA's alpha index of this website may be helpful in researching a question.

Stop using Internet Explorer! As of July 19, 2021, eRA Commons discontinued support of IE to safeguard against security and interoperability concerns. IE is also related to errors in Kuali Research access and viewing. Mozilla Firefox, Google Chrome, Safari and Microsoft Edge can be used to access eRA modules and for Kuali Research.

Unique Entity Identifier (UEI):  From May 24, 2021, through April 2022, federal agencies are transitioning from the DUNS number to Unique Entity Identifier (UEI) to uniquely identify institutions. 

  • UMB’s UEI is:  Z9CRZKD42ZT1
  • Grants.gov forms and Funding Opportunity Announcements (FOAs) are being updated to accommodate the UEI.
  • NIH and NSF have indicated they anticipate transitioning to using the UEI in January 2022.
  • More than two dozen opportunities currently posted at Grants.gov by various agencies require UEI forms and data.

SAM.gov: SAM.gov is the System for Award Management.

  • All institutions that apply for and/or receive federal grants and contracts must be registered in SAM.gov.
  • The SAM.gov site was updated on May 24, 2021, and assigned Unique Entity Identifiers (UEIs) to all entities with a SAM.gov registration.
  • UMB is registered in SAM.gov, and our UEI is Z9CRZKD42ZT1.
  • Any individual can view entity registrations (e.g. Johns Hopkins’ entity information), but you have to log in with a login.gov user name and password.
  • Debarment (exclusion) checking can be done without having to log in.

NIH NOT-OD-21-073: Upcoming Changes to the Biographical Sketch and Other Support Format Page for Due Dates on or after May 25, 2021. In addition to reminders about required disclosure of foreign relationships, the notice includes new format requirements for Biosketches and Other Support.

Sponsored Programs Important Information

Two new fields were added in Kuali Research to help with setup/tracking of clinical trial billing. They must be completed when the proposal Activity Type is Clinical Trial. Both fields are on the Supplemental Information section of the Kuali Research proposal and are:

Sponsor Protocol Number (30 characters maximum) - if there is no protocol number to reference, enter “not available”.

Third Party Payer Name (50 characters maximum) - If payment to UMB will be issued via a 3rd party payer: fill in the name of the company (this might be a CRO, for example).  If payment to UMB will be issued directly from the Sponsor, then enter: not applicable

Proposals that were pending approval at the time this change was made: Approval cannot be completed. Clicking on validation will show an error message that one of the two fields is required. Please recall the proposal, respond to the questions which are on the Supplemental Info section, and re-submit. If the proposal is at SPA, work with your SPA reviewer to bypass approvals back to SPA.

What number goes where for resubmissions, renewals and changed/corrected proposals? Review our instructions for Entering Award IDs and Institutional Proposal IDs. This guidance covers proposal resubmissions, renewals, and supplements.

When submitting a DOD PreApplication and Full Application the person to be contacted on these matters involving this application should be Suzanne Hollis for Team Red and Christine To’alepai for Team White. The PreApplication and Full Application must have the same name or they will not link correctly in eBrap, which is the DOD’s system for submitting proposals.

NCEs for CCT Agreements:  When requesting a No Cost Extension on an agreement that has been negotiated and signed by CCT, please use the SPA NCE form and also have it signed by CCT prior to sending it to SPA for processing. This will speed up the processing to SPAC.

Updates regarding research operations effective Monday, June 21, 2021

International engagement - information about required disclosures of foreign ties

Subaward budgets - Avoid submission errors!

How to find Status Updates for Agreements

How to find Status Updates for Outgoing Subawards

KR Training - The next training date is September 23 at 10:00 am for proposal and budget entry in Kuali Research. Any staff who will need the Department Pre-award User role in KR must take this class. Other users are welcome. Register here

NSF proposals will be submitted to NSF via Fastlane.
NIH U- and P-series proposals should be submitted via NIH ASSIST.
For other federal grant proposals, if the opportunity you search for does not appear in the results or if you get an error message, contact your SPA team to confirm how the proposal will be submitted to the sponsor. User Attached Forms may be available to resolve the error. With SPA approval you may prepare the proposal for submission via Grants.gov Workspace or NIH ASSIST.
If your proposal will be submitted via Fastlane, ASSIST or Workspace, follow the instructions for non-S2S proposals.

Sponsored Programs Basics This video is intended for those new to sponsored programs and research administration. Share the link with your new hires!

Kuali Research instructions and resources

Distribution List Information: SPA and SPAC use email distribution lists to facilitate communications with department administration. To add or remove an email from your unit's distribution list, contact: Information Services for School of Medicine (help@som.umaryland.edu); Dean’s Offices for Schools of Dentistry, Nursing, Pharmacy, and part of Social Work; Colin Hunter in CITS for School of Law, part of School of Social Work, Central Administration users

Federal and Sponsor Notices and Information: More policy updates and links to listservs, blogs, and more