Sponsored Programs Administration Forms
Handbook Section and Topic Page Links
Section 1: Introduction
Section 2: Proposal and Budget Development
- Charging Administrative Expenses
- Accounting for Unallowable Costs
- Application of Facilities and Administrative (F&A) Cost Rates
- Facilities and Administrative (F&A) Cost Waivers
- Personnel Costs
- Fringe Benefit Rates
- Institutional Base Salary
- Cost Sharing
Section 3: Managing Awards
- Opening or Modifying a Project
- Prior Approvals
- No-Cost Extension
- Cost Transfers
- Effort Reporting
- Salary Cap Administration
- Program Income
- Clinical Trials Financial Management
- Managing Sponsor Payments
Section 4: Travel and Procurement
- Domestic and Foreign Travel
- Memberships, Subscriptions, and Professional Activities
- Managing Subawards
- Small Business Program
- Managing Equipment Acquired with Federal Funding
- Recharge Center Policy
Section 5 Closing an Award
Accounts Payable Expense Breakdown Sheet for Travel (EXP 2000T)
The Accounts Payable Expense Breakdown Sheet for Travel allows you to itemize expenses on paper prior to upload into the AP Workflow system.
BIA – Budget Modification System Request Form (BudMod Registration Form)
The BIA/BudMod System Request Form is used to request and secure access to the BIA/BudMod system. Learn more about BIA/BudMod on the Budget Modifications page within the FinanceLink website.
- BIA/BudMod Access Request Form (requires NYUHome login)
BIA - BudMod Budget Modification Template
Departments are required to submit the budget directly through the Budget Integrated Application (BIA). Alternatively, departments can complete the budget template (Excel spreadsheet) provided by Sponsored Programs Administration (SPA).
Next, email the appropriate team inbox:
SPA Team Inbox Email Addresses:
To identify your Team Inbox, click here to go to the SPA Contacts page.
Cost Share Form
The Cost Share Form is used to identify specific sources of cost sharing including their account numbers. These sources must be University budget and other non-federal accounts.
For Payroll Adjustments prior to 4/1/2014 (or 9/1/2014 for SOE) only: Email the completed Fund 24/25 Cost Transfer Justification Form along with any supporting information and the Payroll Retroactive Cost Allocation Form (XLSX) to the appropriate SPA Team inbox for approval. The cost transfer request must have SPA approval prior to it being emailed to PeopleLink.
For Payroll Adjustments after 4/1/2014 for Washington Square (or 9/1/2014 for SOE): The Payroll Retroactive Cost Allocation From can be submitted online as part of the Payroll Adjustment Process (PDF) in PeopleSync.
Gift v. Sponsored Activities Fund Determination Worksheet (Fund Determination Template)
The Gift v. Sponsored Activities Fund Determination Worksheet (Fund Determination Template) is used by SPA to determine in which Fund to establish a project.
Please note: This form is for information purposes only. It is completed by Sponsored Programs Administration.
Request for Risk Project Form
In the event that an official fully executed award has not materialized, schools/departments may request the establishment of a risk (advance) project. This requires the approval of the Fiscal Officer and a default chartfield. This chartfield will be used to cover any expenses that are not reimbursed should the funding not materialize. Items to submit with this form must include any documentation pertaining to the award (i.e.: unsigned contract, proposal, budget grids, email communication with sponsor specifically mentioning this agreement).
Small Business Subcontracting Plan
This form is applicable to Federal contracts greater than $700,000. Departments must establish a subcontracting plan that maximizes participation by small businesses. Procurement can assist in identifying approved small business, veteran-owned small business, service-disabled veteran-owned small business, HUBZone small business, small disadvantaged business, and women-owned small business concerns.