Roles and Responsibilities

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Submitting proposals, executing awards, conducting research, and administrating sponsored projects involves many different people and units throughout the University of Maryland campus. While there may be some minor variations in processes from Department to Department and College to College, the matrix below outlines the general process and identifies the appropriate party that has primary responsibility for different activities throughout the life cycle of a sponsored award.

(Updated 5/2021)

Identification of Funding Opportunities

Roles and Responsibilities PI Dept College ORA SPAC Other(UM Ventures, Procurement, VPR)
Search for Opportunities X          
Provide guidance on funding opportunities   X X      

Proposal Preparation

Roles and Responsibilities PI Dept College ORA SPAC Other(UM Ventures, Procurement, VPR)
Write technical narrative X          
Identify subcontractors and request budget and workscope materials X X        
Develop budget X X        
Identify need for cost sharing funds and obtain documentation for cost share support X X X      
Evaluate requests for F&A waivers or reductions   X X X   VPR
Coordinate space arrangements   X X      
Provide guidance on proposal preparation   X X X    
Complete and ensure accuracy of the Kuali Research information for routing X X X      

Regulatory Requirements

Proposal Review and Approval

Proposal Submission


Award Acceptance

Award Set-up

Conducting the Project Financial

Program Income

Invoicing Financial Reporting

Accounts Receivable Management

Prior Approvals/Notifications

Subcontracts and Subawards

Subcontracting Plan

Technical Data and Reports

Personnel and Effort Certification

Project End and Close-out


Ongoing Training

Intellectual Property (IP)


Principal Investigator (PI)



Office of Research Administration (ORA)

Sponsored Programs Accounting & Compliance (SPAC)

UM Ventures


Vice President for Research (VPR)


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