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Find links to forms used in sponsored research.

General Proposal Forms

General Proposal Forms
Form: Description: Formats:

PI Exception

Used when a proposal is being submitted by an individual whose title is not eligible. A complete description of eligibility criteria.


Equipment Matching

When equipment is used as cost share on a proposal.


Subrecipient Commitment Form

Completed by subrecipient as part of their proposal to UC San Diego. 

Department fund managers, in lieu of sending potential subrecipients/consortium members requests to complete subrecipient commitment form, check the FDP Clearinghouse for the institutional profile, download and provide to the SPO

PDF; Instructions (PDF)

MCA Commitment Form

Completed by another UC campus as part of their proposal to UC San Diego.


Letter of Intent

A letter of intent (LOI) (sometimes also called a white paper, letter proposal, pre-application, or concept paper) is a short description of the proposed project. The purpose of an LOI is to introduce the proposed project to the potential sponsor and to elicit feedback that will hopefully lead to an invitation to submit a full proposal application. 

An LOI must be submitted through Kuali Research if it:

  • Involves a commitment of University resources
  • Includes a detailed budget, cost sharing, or financial component. 
  • Includes additional representations, certifications, or contractual terms.
  • The request is reviewed by an officer and determined to not be an LOI, but a proposal action, and better managed through Kuali Research.

All other LOIs requiring institutional approval must be submitted through this LOI Form so that we can track and manage the request.

If you are unsure if your request should be submitted via Kuali Research or the LOI form, please reach out

LOI Form

Proposal Cover Letter

Completed by Research Administrators to send to officers for their signature. This is for all proposals that are emailed to the sponsor.  


Use of Vessels or Boats in Research 

 form for use of vessels or boats in research projects


Budget Forms

Form: Description: Formats:

UCSD Proposal Budget

General budget development template for proposals. Used when there is no specific agency budget form. 

ExcelInstructions (PDF)

Effort Percent/Person-Months Conversion Tables

Used to convert between effort percent and person-months


UCSD Clinical Trial Proposal Budget - fully loaded

Used to develop budgets for PI Initiated, Industry sponsored clinical trial proposals. The clinical trial IDC rate (30% TDC) is automatically calculated and added to each line item


NIH Modular Budget Worksheet

Used to calculate NIH Modular budget amounts from a full budget.


NIH Contract Budget Worksheet

Used to prepare a cost proposal for NIH contracts.


VMRF PA Budget Projection Worksheet

Used to calculate salary and benefits for VMRF Personnel Agreements.


eRA Commons Account Request Form

eRA Commons is an NIH online interface where grant applicants, grantees, and federal staff at NIH and grantor agencies can access and share administrative information relating to research grants. You will use eRA commons throughout the lifecycle of a grant - from application submission to grant closeout.

Only individuals with legal signing authority, called the "Signing Official (SO)", can register new account users. The SPO manages eRA accounts for departments.

Visit eRA Commons Frequently Asked Questions ( for more information.

Form Description Formats

ERA Commons Account Request Form (General Campus)

Request a new eRA Commons account, or submit a request for the following:

  • Add a role to my existing eRA Commons account
  • Affiliate my eRA Commons account with UCSD
  • Un-affiliate my eRA Commons account with UCSD
  • Verify if I have an eRA Commons account
  • Reset my password

Online Form


NIH Forms

Form Name Description Link

NIH Fellowship Assurance

Required for all Fellows submitting proposals to the NIH Ruth L. Kirschstein Individual Fellowships.


PHS 398 - Grant Application (Revised 01/2018)

Application for a Public Health Service Grant

PHS 398 (

PHS 2590 - Progress Report for a Public Health Service Grant (Revised 03/2016)

NIH use of the PHS 2590 is restricted to progress reports for administrative extensions (Type 4s; e.g., SBIR/STTR Fast-Track Phase II application).

NIH requires use of the Research Performance Progress Report (RPPR) for ALL Type 5 (non-competing continuation) annual progress reports.

PHS 2590 (

NIH Templates & Boilerplates page provides PHS Face Pages prepopulated for School of Medicine and SKAGGS.

National Science Foundation & NASA Forms


Certification for a Safe and Inclusive Research Workplace in NSF Off-campus and Off-Site Research Settings

When there is applicable off-campus and off-site research in an NSF proposal, complete this certification. The C&G Officer will need this certification in order to submit your proposal.



Questionnaire for NASA Assistance Awards


Award Forms

Form: Description: Formats:

Advance Spending Request

Request to officially incur expenses on a project in advance of the award document being received by the university. More...

ExcelHow to Submit (PDF)

Advance Spending Request (Scripps Institution of Oceanography)

Request to officially incur expenses on a project in advance of the award document being received by the university. More...


FDP/No Cost Extension

Request additional time to complete the project, utilizing existing funds available on a grant award issued by a federal granting agency participating in the Federal Demonstration Partnership (FDP).  For NSF awards, use Fastlane only.

PDFExcelInstructions (PDF)


Direct Federal Grants Prior Approval

Request a prior approval action on a funded federal grant or cooperative agreement. 



Direct Federal Grants NCE Request Form


This is an alternative to emailing the FDP/No Cost Extension PDF form for Direct Federal Grants only.


AddGene MTAs

Addgene is a global, nonprofit repository that was created to help scientists share plasmids. To initiate a material transfer to receive plasmids from Addgene, follow the below steps. 

  1. Place Addgene order. For more information go to Addgene Ordering Instructions.
    • Addgene sends the standard material transfer agreement to the MTA team automatically.
  2. Submit a request to the SPO using the Addgene Request Form
  3. The SPO will process your request in the order received.

For depositing plasmids into Addgene, contact OIC at For other Addgene questions, contact

Subaward Forms

Form: Description: Formats:

Subrecipient Commitment Form 2022 

Completed by subrecipient as part of their proposal to UC San Diego


Sample Statement of Work (SOW) Template

General description of work performed for a subaward. 


Sample Budget Template

Budget for a subaward.


Multi-Campus Award (MCA) Forms

Form: Description: Formats:

MCA Commitment Form

Completed by another UC campus as part of their proposal to UC San Diego.


MCA Agreement



Outgoing MCA Request Form

Request an Outgoing MCA, where UC San Diego is sending funds for a portion of research to another UC campus.


For additional information, see the Multi-Campus Awards page.

Incoming Service Agreements (VCAA) Forms

Form: Description: Links (Formats):

Incoming Service Agreement Requests for VCAA Departments

Kuali Research Proposal Development record to be completed by the department to request a new Incoming Service Agreement or an amendment to an existing agreement.

Kuali Research

Incoming Service Agreement Template

Standard template for a new Incoming Service Agreement.

Agreement Template (Word)


Amendment Template

Standard template for an amendment to an existing Incoming Service Agreement.

Amendment Template (Word)

Conflict of Interest: Statement of Economic Interests for Principal Investigators

Conflict of Interest disclosures are to be completed by the PI in Kuali Research.

Kuali COI

PO for Services Checklist (Scripps Institution of Oceanography)




For additional information, see the Incoming Service Agreements page.

Unfunded Agreement Forms

Form: Description: Formats:

Unfunded Agreement Requests are in Kuali Research (KR)

A KR Proposal Development (PD) record must be completed by the department to request an unfunded agreement (e.g. CDA/NDA, DUA, MOU, UCA, etc.)

KR PD Instructions

Confidentiality Agreement (CDA) (Scripps Institution of Oceanography)

for research collaboration discussions - please contact Procurement for NDA requests dealing solely with purchases


Equipment Loan Agreement (Scripps Institution of Oceanography)



Unfunded Collaboration Agreement (Scripps Institution of Oceanography)

binding, and lab-, PI-, and/or project-specific


Memorandum of Understanding (MOU) Template (Scripps Institution of Oceanography)

non-binding institutional agreement


Conflict of Interest (COI) Disclosure

There are three types of Conflict of Interest (COI) Disclosures which are submitted in Kuali COI:
  • Federal Public Health Services (PHS), Department of Energy and Non-Profit that follow PHS FCOI
  • Federal Non-PHS (NSF, CIRM and UC Programs)
  • 700-U (Non-Federal)
More information on disclosure requirements and Kuali COI tutorials.
For more information contact the Client Experience team at