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1.  New Contract Funding Proposal in VERA Grants

All contracts are required to be submitted through VERA Grants in order to capture needed information to approve the proposal.  Contract Funding Proposals must then be submitted through VERA Agreements to be negotiated by the Contract Officer.

Possible Documentation Needed for VERA Grant (Funding Proposal) Submission

  • Abstract/Scope of Work
  • Detailed Budget
  • Budget Justification
  • Special Review issues - IACUC, IRB, etc.
  • Facilities and Resources
  • VU Letter of Intent to Prime Recipient to be signed by SPA to be returned to Prime Recipient
  • Draft of Agreement from Prime Recipient, if available
  • Speak with CO about additional requested documentation

Please contact your SPA specialist if you require technical assistance in creating your contract proposal.

2.  Route VERA Funding Proposal for Approval

When DEPT submits proposal to SPA for approval the proposal is also routed to other DEPTs with Faculty listed as Key Persons on the project for approval prior to being received by SPA.

3.  SPA Contract Proposal Approval Process

  1. Once all Department Reviews & non-Lead Departments have approved the Funding Proposal, the VERA Funding Proposal is received by the SPA for review. 
  2. Funding Proposal appears on designated SPA Specialist VERA Dashboard/My Inbox indicating that the Funding Proposal is waiting for review.
  3. SPA Administrative Review includes
    1. Sponsor guidelines - Terms and Conditions
    2. Abstract/Scope of Work
    3. Budget (F&A / Fringe Rates, effort)
    4. Budget Justification (compared to Budget for accuracy)
    5. Compliance (IACUC, IRB, etc.)
    6. Facilities & Resources

Please note During review, proposal may be returned to PI/department for corrections based on budget, effort, missing narratives, ...  

      4. SPA Specialist completes their review & "Submits to Sponsor"
      5. A VERA Notification titled: Proposal Submitted is sent to the Admin Contact & PI.

4.  "Create Agreement" in VERA

  1. Admin Contact "Create Agreement" via VERA 
  2. Funded Agreements Guide

5.  VERA Agreement Approval by SPA

  1. SPA receives agreement in "Unassigned" state
  2. SPA assigns the Agreement to a Contract Officer (CO)
  3. Admin Contact and CO receive an automated VERA notification: Owner Assigned, indicating CO will begin review.
  4. CO will work with PI and Admin Contact to negotiate contract with Other Party.