Award Contracts & Subawards
Award Contracts from external sponsors funding research, educational or service projects conducted by UTC must be processed through the Office of Research and Sponsored Programs (ORSP).
Contact Maria Derrick of the ORSP at 425-5399 or firstname.lastname@example.org for assistance if you receive an award contract. She will work with you, the external sponsor, UT general counsel, UT Research Foundation and others as needed to develop and/or negotiate award contracts.
Signing contracts. Only certain individuals (the Chancellor or Vice Chancellor) have authority to sign contracts for the university. No one else may sign!
A Contract Review and Approval Form must be approved by the project director/principal investigator, the ORSP and appropriate administrators (e.g. department head and dean). Staff in the ORSP will complete the form for award contracts and attach it in the contract listing in TERA PAMS. The project director/principal investigator, department head, dean, and other approvers as required will review and approve the form as part of the contract approval process.
General Award Contracts. Typically, an organization making an award will use its own contract, but if not UT has developed a general contract form which we can use in many award situations. There is also a contract amendment form used to change the terms of an agreement, such as extending the end date or awarding additional money.
Other templates are available for specialized situations such as research, confidentiality, and task order agreements.
Material Transfer Agreements (MTA) are a type of award contract used when an organization provides proprietary materials (such as drugs or research samples) to the university for use in research. MTA frequently contain intellectual property, confidentiality, and publication provisions.
Confidentiality Agreements are not award contracts but may be associated with them. Confidentiality agreements (sometimes known as proprietary information or nondisclosure agreements) require sensitive information to be safeguarded or kept in confidence.
Confidentiality agreements which are required before you can submit or conduct an externally-funded project are processed by ORSP. All other confidentiality agreements are processed by Purchasing – contact Gayle Barrett at 425-1705 or email@example.com.
Subawards that pay outside/third parties to conduct a substantive portion of the work on an externally-funded project are jointly developed by the Principal Investigator and the ORSP. At the proposal stage, information about the subaward is gathered via the Subrecipient Commitment Form. In addition, the subaward statement of work and budget are included as part of the grant application. After the project is funded, contact Maria Derrick at firstname.lastname@example.org or phone 425-5399 when you are ready to implement the subaward. Subawards are entered into IRIS by the PI's department (instead of being entered into PAMS). A NCJ (non-compete justification) in IRIS is also prepared by the department.
Contact Maria Derrick in ORSP at 425-5399 or email@example.com for assistance/guidance on grant awards.
Other Contracts that are not related to externally-funded projects are processed by Gayle Barrett in Purchasing. Some examples are affiliation agreements which generate no funds for the university, rental agreements for university facilities, agreements to use resources (equipment, computer systems, etc.) of outside organizations, and confidentiality agreements not associated with an externally-funded project.
Contact Gayle Barrett in Purchasing at 425-1705 or firstname.lastname@example.org for assistance/guidance on other university contracts.