University of Vermont

Sponsored Project Administration - SPA

217 Waterman Building . 85 South Prospect Street . Burlington, Vermont 05405 . (802) 656-3360

sponsoredprojectroutingpacket

SPA Routing Form and SPA Budget Worksheet (now 2 separate documents)

Until June 19, 2017, the SPA Routing Form and SPA Budget Worksheet were combined in a single excel workbook called the Sponsored Project Routing Packet. This changed on June 19, 2017 when the SPA Routing Form was converted to an electronic form embedded within InfoEd proposal record. The SPA Budget Worksheet remains in excel format and it can be found SPA Forms Library. 

SPA Routing Form

  • The SPA Routing Form is now an embedded electronic forn within the InfoEd system.
  • This key document provides department chairs, deans and SPA with important information about proposal commitments.
  • Routing Form Definitions and Guidance   - under construction - please check back soon for updated document

SPA Budget Worksheet 

    • The SPA Budget Worksheet is an excel workbook that is typically started by the SPA Research Administrator at the start of the proposal development process.  

    • This spreadsheet shows personnel commitments, operating expenses, subcontracts, and F&A (indirect) costs.  If a proposal includes cost sharing, the cost share commitments will be included in a separate column with the department providing the cost share identified in the column heading. 

    • The SPA Research Administrator works closely with the Principal Investigator to gather necessary budget information.  SPA takes an active role in development of proposal budgets, which must be prepared consistently and in compliance with UVM, sponsor and federal policy requirements.  This is typically an iterative process, requiring some back and forth via email and phone discussion.

    • After the SPA Budget Worksheet is deemed final and complete, the SPA Research Administrator will convert the excel workbook to a single pdf document and will upload it to InfoEd where it will become available to department chairs and deans in the electronic routing process.

  • Chartstring Form Tab: This chartstring form is used for proposals that include cost sharing commitments in the budget. This form documents the specific chartstring source(s) of the cost share funds.

  • Direct Charge Form Tabs: The Direct Cost Justification Form is used to request permission to direct charge a cost that is typically considered an indirect cost and to document the unlike circumstances or extraordinary need of the project to incur this cost, required by the university's cost policy.  Please refer to Cost Policy on Sponsored Agreements for more information.  The tab called Typical Direct and F&A Cost List provides examples of typical direct and indirect costs


On September 1, 2017, SPA introduced a new SPA Budget Worksheet, implemented as part of our InfoEd V15 upgrade.  The most significant reason for the new budget worksheet tool is to ensure that budgets developed within InfoEd mirror the ones used for communication during proposal creation, which includes the back and forth use of Excel files.  One major difference in this worksheet from the prior version is that the fringe rates are now calculated by the day and not annualized using the most appropriate FY as the base.  This upgrade gave SPA the opportunity to revise the look and functionality, taking into account user feedback on the prior version of the budget worksheet.  For example, we added a link to definitions for participant support costs to help ensure that budget item is entered in line with the Federal definitions.  Cost share is now broken out on a separate sheet for ease of review.  We added appropriate F levels to distinguish between types of supplies so it will be easier to identify when a direct cost justification (DCJ) is required (example:  DCF is needed for general supplies but not research supplies).  As part of the process change, SPA requested a small group of users to test the worksheet and incorporated their feedback in the version we are offering to you.  If you have comments or suggestions for improvement, please contact either Julie Macy (656-1325) or Josh Tyack (656-5558).



last updated 10-01-17

Last modified October 02 2017 09:04 AM

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