Revised: October 2024

Instructions for Using Sponsor Prior Approval Request Template
External Request

1. Sponsor Technical Contact - The letter should be addressed to the technical contact at the sponsoring agency. This information is usually located on the award documentation, but the PI should be able to identify this individual, as they are in contact concerning research progress.
2. Sponsor Award Number – The award number assigned by the agency. This can be found as the External Reference field in SAP, or the Direct Sponsor’s Award ID filed in PERA, or in the award documentation.
3. Project Title - The long title of the project should be listed here. This can be found in SAP, PERA or in the award documentation.
4. Grant Number - The SAP number assigned. Or PERA Award ID – Include the award ID assigned in PERA
5. Explanation/Justification - This is the most important section. The PI must provide a detailed explanation on how the requested action will benefit the project.
6. Approvals – Before submitting the AMR in PERA, the department should obtain approvals based on their specific process. SPS will not review or validate the department approvals of the request. If an external letter is needed, the letter should be attached to the AMR within PERA in question #4 support documents and include a signature from the PI. SPS will also sign the letter if required by the sponsor. The roles of each person is described below:
   • Principal Investigator: The PI's role in the process is to ensure the requested action benefits the project and that the explanation is detailed enough for a third party to understand the benefit. With consultation of the business office, the PI also is stating that he/she has reviewed the implication of the prior approval request and that it is necessary to continue the project and that the request conforms to the sponsor's regulations.
   • Business Office: The Business Office should review the request to ensure it conforms to sponsor guidelines. The business office should also ensure all approvals within the department have been obtained before the AMR submission is completed. The business office should also review the prior approval for accuracy of financial information if included. Also, even though it may be difficult to determine the scientific merit of the explanation/justification, this section should also be reviewed for adequacy.
   • Sponsored Program Services: The Funding Administrator reviews the request for conformance to sponsor regulations. Any requested budget reallocation is reviewed to ensure adequacy of funds. The explanation/justification is reviewed to ensure the PI has provided adequate detail. After signing, the document is returned to appropriate SPS staff for distribution.