ORSP Forms


 Always use umontana.edu aliases.
  • First time users, go to DocuSign and create an account using your umontana alias.  Click "Continue" and select "Use Company Login" in the blue box. This directs you to the UM NetID Services Login page.  
  • To adopt a signature, you may upload a personal signature (such as a jpg), create one with a stylus, or use a pre-formatted DocuSign signature.
  • To initiate a form, click on the form link and fill in the recipients; use umontana.edu aliases for all UM emails. Not all umontana aliases are first.last, so refer to the ORSP Directory or UM's online directory. Recipients will receive an email notice containing a hyperlink to the DocuSign form when it is ready for their signature. The first time recipients attempt to sign, they will be required to adopt a signature as noted above.
  • Upon finishing approval of a DocuSign form, the system may ask that a user sign up for a free DocuSign account. There's no need to do so since we login via the UM NetID Services Login page.
  • Recipients of a DocuSign email may click on the link in the email to complete a form, or to: 
    • delegate review/approval of a form by selecting "Other Actions" and then "Assign to Someone Else;" or
    • view the recipient and routing history by selecting "Other Actions" and then "View History."
  • To check on the routing status or make a correction, contact Judy Fredenberg. Note that if a recipient declines to sign a form, the form disappears and must be recompleted and routed again. 

Additional Information Request (AIR) Form

 AIR Form via DocuSign - Begin the DocuSign process by filling in the recipients. Use umontana.edu aliases for all UM emails. Reference the image if needed for clarity.  

Excel fileAdditional Information Request Form

This form is used during award management to internally clarify the allowability of a specific cost.  Should an expenditure later be determined to be unallowable by the sponsor, it will be the responsibility of the PI and department.

Snapshot of AIR Form

Checklist for Proposal Approval (E-Prop)

Click here to log in to E-Prop:  

Eprop

E-Prop provides web-based routing and approval for the University community.  It does not interface with any sponsor submission platforms. Required attachments include a budget, budget narrative, and scope of work, all of which may be in draft (close-to-final) form.

Users must have a umontana alias and a NetID and password

If you have questions using E-Prop, refer to the Help Tab within E-Prop, or contact your departmentally-assigned pre-award point-of-contact for assistance. 

Refer to the Internal Notice Required for Proposal Submission to determine how much time is required by ORSP for processing your proposal.

Additional funding?  Refer to this determination chart to see whether or not an e-prop is required. 

 

Cost Allowability Confirmation

The Cost Allowability Confirmation is used for Federal and Federal flow-through funds: This request is used during proposal preparation to document the appropriateness of direct charging costs that are normally considered F&A costs (general use items routinely purchased/provided by the University) on projects with federal and federal flow-through funding. See Cost Determination Guidelines

 Cost Allowability Confirmation via DocuSign - Begin the DocuSign process by filling in the recipients. Use umontana.edu aliases for all UM emails. Reference the image if needed for clarity.

Word docCost Allowability Confirmation 

Snapshot of Cost Allowability Form 

 

´╗┐Cost Sharing

Excel file Third Party Contributions (Cost Sharing)

Word doc University Matching Funds Report (Cost Sharing) 

 

 

Cost Transfer

An ORSP Cost Transfer corrects an cost allocation error involving a grant index and moves an expenditure from one index number to another, regardless of sources of funds. Refer to ORSP Procedures.

Payroll Cost Transfer

A Payroll Cost Transfer Transfer cannot be used in any circumstances that would result in an increase or decrease of an employee's pay.  This type of transaction must be corrected with an HRS Request for Personnel Transaction (RPT) via U-Approve

  •  Payroll Cost Transfer via DocuSign - Begin the DocuSign process by filling in the recipients. Use umontana.edu aliases for all UM emails. Reference the image if needed for clarity. Only include supervisor recipients if the cost transfer is over $1,000 or over 90 days.
  • Excel filePayroll Cost Transferl 

Nonpayroll Cost Transfer

Snapshot of Payroll Cost Transfer 

 

 

 

Determination of Subrecipient/Contracted Services

Excel file  Determination of Subrecipient/Contracted Services - this form can assist in the distinction between a vendor and a subrecipient. 

 

 

Export Control Review

Word docTo meet federal requirements, the Export Control Review may be used to determine the applicability of the federal export control regulations to proposed research projects.  

F&A Cost Waiver Request

Completion of this form is unnecessary if sponsor documentation limits F&A recovery.  

Unless the project totals $10,000 or less, requests for full or partial waiver of F&A recovery require approval by the chair/director, dean, and vice president for researchBecause the form must be routed and approved prior to completion of Eprop, be sure to start early to allow sufficient lead time for institutional review and approval.

See more information regarding F&A and instititutional guidelines regarding requests to waive the University's F&A recovery.  

F&A Waiver Request via DocuSign - Begin the DocuSign process by filling in the recipients. Use umontana.edu aliases for all UM emails. Reference the image if needed for clarity. 

Word doc F&A Cost Waiver Request 

 

Snapshot of F&A Waiver Request 

Federal Per Diem Travel Advance

Excel fileThe Federal Per Diem Travel Advance is used in rare occasions when PI requests an advance for non-UM employees. 

 

Fly America Act

The Foreign Air Travel Certification Form is part of ORSP's Travel Guidelines

NIH Assurance Compliance

OPAS (Org Prior Approval System)

Use the OPAS to 1) establish index prior to receipt of formal award document, 2) pre-award spending; 3) budget change, 4) add carryforward; and 5) no cost time extension.  See Award Management Tips for DRAs for more information about budget revisions and time extensions and the Federal-Wide Research Terms and Conditions (RTC), including the Expanded Authority matrix. 

 OPAS via U-Approve.  

Word docOPAS 

Participant Support Costs

Research Base Request

 Request for Research Base per the Guidelines for Research Base Salaries - Begin the DocuSign process by filling in the recipients. Use umontana.edu aliases for all UM emails. Reference the image if needed for clarity.

Word doc Request for Research Base

Snapshot of Research Base Request Form 

Sponsored Programs Payment of Awards to Students

Statement of Collaboration and Inter-Institutional Agreement

Subaward Initiation Checklist

pdfSubaward Initiation Checklist (fillable) 

 

 

Subrecipient Commitment Form

Stipend Request

 Stipend Request via DocuSign - Begin the DocuSign process by filling in the recipients. Use umontana.edu aliases for all UM emails. Reference the image if needed for clarity. 

Excel fileStipend Request Form

Snapshot of Stipend Request Form 

 

 

 

Time Sheet for Monthly Grant Funded Employees

Since HRS requires the time sheet to be submitted prior to the end of the month (about the 20th), a time sheet is often submitted that often needs to be adjusted the next month.  When paid from grant funds, such adjustments may require payroll cost transfers and adjustments to effort reporting.

Excel fileThis monthly time sheet runs from the 16th through the 15th so that the recording/reporting of labor distribution can be accurately recorded/reported and then fed into an RPT.  This is only a recording tool; payroll will not be impacted.  If someone is hired early in a month, simply reflect that in the first half of a time sheet (through the 15th) and use a new time sheet to then reflect the 16th through the 15th; similarly, at the end of the fiscal year, reflect May 16th through June 15th then June 16th through June 30th in one sheet and July 1st through July 15th in a second sheet so that recording is accurate.  Begin a new time sheet July 16th.