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KU Research Administration Forms

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Budget Adjustments (doc) Post Award Services
Notes
Most agencies require notification and justification for substantial deviations from their approved budgets on any project. Each project's policies need to be reviewed and followed when rebudgeting becomes necessary. If rebudgeting creates a change in scope of work or effort, sponsor approval is always needed. Generally, when an agency needs to be notified, a letter is sent from the PI to the agency requesting a rebudget of funds with a justification. A revised budget is included. A Post Award Services (PAS) administrator also signs off on the letter as endorsement and forwards it to the agency. If approval is granted a revised budget summary, showing budget adjustments, is sent to all concerned parties. If a rebudget doesn't need agency approval, the PI (department on behalf of the PI) should submit a KUCR Budget Adjustment Request Form.
Business Services Agreement (BSA) Business/Financial Services
Cash Advance (pdf) Travel Related
Notes

It is possible to request up-front cash for use with official research-related travel.

Change Posted Transactions - Non-grant Funds (xlsm) Business/Financial Services
Notes

This Form is used to change a posted transaction of KUCR non-grant funding.  Once a department has verified in DEMIS that the funding has posted incorrectly, and no other transactions have occurred after the original transaction was processed, they may enter and submit a this form for processing.   All required fields must be completed.   If there are any required fields left blank or completed in error, the form will fail to save and we will not be able to process the request.  Funding changes that are primarily adjusted are: Fund, Cost Center, and/or Account Code.  Changes submitted should ONLY be for the current Fiscal Year.  The Document ID is required in order to audit the change that is being requested.  The Document ID is the PCARD, Voucher, SOV, FOM, and COM number from the original transaction.  Source Code explanations are as follows:

  • PCARD – PCARD transaction
  • EXP – Vouchers
  • SOV – Expense side of an SOV
  • SOR – Revenue side of an SOV
  • FOM – FO Management
  • COM - Communications
Contractual Services Agreement (limit $3,000) Business/Financial Services
Notes
Use of the Contractual Service form is limited to purchases of $3,000 or less.  Purchases of more than $3,000 please use the Business Service Agreement.  For questions contact Jade Brown at jade.brown@ku.edu or call 785-864-7730.
Cost Share Verification Form (xls) Post Award Services
Notes
Serves to confirm the actual amounts and sources of cost share (Fund 950 and Fund 890) provided on sponsored project. To be completed and signed by the PI (electronic signature accepted) and returned to your Post Award Services Team.
Delegation of Approval Authority Through the SciQuest Electronic System (KUPPS) (pdf) Business/Financial Services
Notes
By Principal Investigators for Purchases Under Sponsored Project or Other Funding Sources Managed by the KU Center for Research, Inc.
Department Advance Reconciliation Request (pdf) Travel Related
Expense Reimbursement, Out-of-Pocket (pdf) Travel Related
Fee For Service Agreement (FFS) Business/Financial Services
Fixed Price Close Out Procedures Form (pdf) Post Award Services
Fly America Waiver Checklist (pdf) Travel Related
Notes
Required if using federal or federal flow-thru funds and not using a U.S. air carrier.
Human Subjects Conduct of Research/Research Integrity
Notes
Links to the Human Subjects area of the research.ku.edu website.
Internal Revenue Service Forms and Information Travel Related
Notes

Link to the IRS website for forms and publications.  Publication 463, Publication 535, and Circular E are the most commonly-needed business and travel policies.

International Travel Travel Related
Notes
Link to research.ku.ed international travel page with guides, checklists and forms.
KUCR Cost Transfer Request (xls) Post Award Services
Notes

Use this form to request a cost transfer involving sponsored projects.

KUCR Payroll Cost Transfer Form (pdf) Post Award Services
Notes
Use this form when a retroactive funding adjustment (RFA) is needed involving grant funds.
KUCR Sales Tax Exemption Request Business/Financial Services
Limitations on University Sponsored Research Appeal Form (doc) Conduct of Research/Research Integrity
Notes
Details regarding the policy and exemptions.
Limitations on University Sponsored Research Exemption Form (doc) Conduct of Research/Research Integrity
Notes
Details regarding the policy and exemptions
No Cost Time Extension Request Post Award Services
Notes

Please use this form to initiate a No-Cost Time Extension request for a sponsored project.  Please fill out the form and forward it to your Office of Research PAS Team for processing.  Upon approval, PAS team will send the request to the sponsoring agency.

NSF Collaboration Letter Template (doc) Pre-Award Services
Notes
National Science Foundation (NSF) guidelines regarding letters of collaboration have become more stringent. Non-compliant letters include those that go beyond statements of commitment by the individual/organization writing the letter that affirm a willingness to collaborate in the conduct of the project, and instead, argue for support of the project by articulating in detail what activities the collaborator will undertake and/or by elaborating reasons for supporting the project. For some NSF programs, this template is required and will be noted as such in the program announcement.
Participant Payment Advance Reconciliation Report (pdf) Business/Financial Services
Notes

Required for all KU employees regardless of funding source. Link to KU Travel Authorization page.

Participant Payment Advance Request (pdf) Business/Financial Services
Payroll (sign in to KuPortal required) Compensation/Appointments
Notes
Payroll forms to be routed through KU Research/KUCR:
Any payroll forms from units who report to the Vice Chancellor for the Office of Research, regardless of funding.
Any payroll forms from other departments/units that involve sponsored projects (grants) or any other KUCR- provided funds (i.e., General Research Funds, New Faculty General Research Funds, Start-Up funds, etc.)
 
Payroll forms need the following signatures:
Hiring department (department number & name listed in top left hand corner).
For any department’s funding that is different from the hiring department; for example, if HBC is the hiring department and they are using EEB’s funding, we would need BOTH HBC and EEB signatures.
If you are doing a funding change for a faculty member and the funding is from the Vice Chancellor for the Office of Research or is a grant, the form will need to be routed through your departmental budgetary hierarchy BEFORE sending to KU Research/KUCR.
Any payroll transactions involving grants or other funds provided by the Vice Chancellor for the Office of Research must have KU Research/KUCR Compensation and Appointments’ signature before being sent to KU Payroll for final processing.
For questions, contact KU Research Financial Services, payroll and compensation.
Per Diem Exceptions (doc) Travel Related
Notes
This form is to be used if the per diem rate requested is lower than the standard published per diem rate for KUCR, either at time of proposal if lower rates are included in the budget or prior to travel.
Principal Investigator Acknowledgement of Responsibilities (pdf) Pre-Award Services
Notes
An eight-item checklist highlights the PI’s key responsibilities and requires a signature.
Provisional Request Post Award Services
Research Employee Separation Checklist (doc) Compensation/Appointments
Notes
This checklist is intended to outline some matters of importance related to the departure from the university of a PI or other research employee and should be completed by the employee prior to departure.
Scholarship/Fellowship Multiple Payments Domestic (xls) Post Award Services
Notes
This document is for submitting Domestic Scholarship/ Fellowship requests to KUCR.
Scholarship/Fellowship Multiple Payments International (xls) Post Award Services
Notes
This document is for submitting International Scholarship/ Fellowship requests to KUCR.
Scholarship/Fellowship One Time Payment (xls) Post Award Services
Notes
This form is for submitting a one time Scholarship/Fellowship to KUCR.
Sponsorship Authorization, Tuition and Fees (xls) Post Award Services
Notes
This form is completed when a student's tuition and fees are paid by a third-party on behalf of the student.
Sponsorship Authorization, Tuition and Fees (xls) Post Award Services
Notes
This form is completed when a student's tuition and fees are paid by a third-party on behalf of the student.
Subrecipient Intent Form A - KUCR submission (pdf) Pre-Award Services
Notes
Subrecipient Intent Form B - KU submission (pdf) Pre-Award Services
Notes
Subrecipient Monitoring Procedure (doc) Post Award Services
Notes
Information on monitoring subrecipients and "Intent to Form a Subrecipent Agreement..." forms.
Subrecipient Monitoring Procedure- KUCR as Prime (pdf) Pre-Award Services
Notes
Information on monitoring subrecipients and "Intent to Form a Subrecipent Agreement..." forms.
Subrecipient Monitoring Procedure- KUCR as Subcontractor (pdf) Pre-Award Services
Notes
Information on monitoring subrecipients and "Intent to Form a Subrecipent Agreement..." forms.
Subrecipient Monitoring Procedures (pdf) Pre-Award Services
Notes
Information on monitoring subrecipients and "Intent to Form a Subrecipent Agreement..." forms.
Subrecipient or Contractor Determination (pdf) Pre-Award Services
Notes

Uniform Guidance regulation 200.330 requires, when KU/KUCR acts as a pass-through entity (flowing funds to a 3rd party as part of the award), that a case-by-case determination be made regarding KU/KUCR’s relationship with the 3rd party entity, identifying if the entity is a subrecipient or a contractor. Pre-Award, with the assistance of the PI, will complete this form and retain it in the proposal file.

Travel Expense Report- Jan 1, 2014 - Dec. 31, 2014 (pdf) Travel Related
Notes
Travel Fund, Faculty/Staff Research Development (pdf) Travel Related
Notes
KUCR has committed funds for faculty and staff to travel to potential sponsoring agencies to meet with appropriate program officials about their mutual research interests. For this purpose, KUCR will provide up to $750 for an annual trip to fulfill the purpose of seeking additional research funding. This funding is not meant for trips to professional meetings that sponsoring program officials may attend. The purpose is for focused meetings at a sponsor's office.  Learn more by watching the KUCR Travel Fund video.
Travel Summary (pdf) Travel Related
UKANS Projects, Project/Grant Budget Transfer (xls) Post Award Services
Notes
Use this form to move funds from one account to another within a project. Debits must equal credits.
TRAVEL ADMINISTRATION
  Accountable Plan  Policy Purpose and Goals  Signature Requirements          
CONTACT
University of Kansas Office of Research
phone785-864-3441
emailkures@ku.edu
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