Please use the following CTR administrative email addresses as indicated:
- CTR-Admin@engr.utexas.edu – Travel requests (RTAs), travel reimbursements, HR requests, purchasing requests, invoices, billing questions, booking conference rooms at CTR, post pick-up request, booking a CTR vehicle, booking the CTR conference line, and other misc. requests
- CTRMain@engr.utexas.edu (Contracts Dept.) – All contract, proposal, problem statement questions and items
- CTRDocs@engr.utexas.edu (Production Dept.) – Editing of deliverables and all items to do with production: monthly reports, tech memos, final reports, project summaries (PSRs), information for the CTR quarterly newsletter, and D-STOP web content
- firstname.lastname@example.org (Library) – Literature search requests, requests for published reports or papers including TRB Annual Meeting conference papers, donations, alerts about newly published reports and questions about other library services
- email@example.com (Webmaster) – updates for CTR website including directory biographies, upcoming events to publicize on the Events Calendar and through social media channels, and to alert us about mentions or appearances in the media
CTR’s Production Department handles the publishing process for research reports and products. Production is available to assist CTR researchers and staff with editing and graphics in special projects as well.
For general questions about deliverables, including requests for editing, please call Maureen Kelly at 512.232.3128 or send an e-mail.
For information about graphics for a deliverable or for assistance with Powerpoint slides for events, contact Ashley Williams at 512.232.3085 or by e-mail.
- Report template with complete instructions(Word template, 283 KB): Essential document for creating a report; provides full set of styles and detailed instructions. Updated 07.02.2014
- Product cover page (Word template, 200 KB): Required first page for all products. Updated 07.02.14
- Tech memo template (Word document, 224 KB). This template is a suggested guideline. Updated 09.22.15
- Project Summary Reports (PSR) (Word document, 18 KB). Updated 09.24.15
- RTI Monthly Progress Report (Excel document, 36 KB). Updated 09.30.15.
CTR’s Contracts Department handles the proposal and contract set up for Center researchers and serves as our single-point liaison with TxDOT’s Research Office (RTI) and UT’s Office of Sponsored Projects.
UT Austin Requirements
CTR Grants Portal
(SharePoint site for UT researchers and staff)
The CTR Grants Portal is a transportation and civil engineering research SharePoint site where you can find a variety of research related resources. Included are links to the major grant sponsors and their active and open solicitations, a collection of Top Picks RFPs and Solicitations that include a summary of the project and links to the solicitation page, and links for information on student fellowships and scholarships. There are numerous document libraries that include OSP checklists, advice on budgets, and instructions for submitting your proposal via RMS. There are also definitions of various types of contracts and grants, as well as NSF and TRB templates and proposal guides. You can sign up to receive email updates on any section of the SharePoint site that you find useful and, as always, you can contact me at any time for more information or help finding funding or answering your proposal preparation questions. Feedback is welcome and appreciated!
The CTR Grants Portal is UT EID and password protected.
Travelers will fill out our internal Travel Request Form (RTA) and submit it to CTR-Admin@engr.utexas.edu. All travel requests must be submitted prior to the travel start dates. Please submit your requests at least 2 business days prior to travel. If you have an unavoidable late request, please submit a reason for the delay.
Travelers must receive supervisor approval to travel. Travelers will CC their supervisors on their email request. Supervisors will then need to respond to the email and provide explicit approval before the RTA can be created.
For out-of-state travel requests on TxDOT-sponsored projects, be sure to fill out TxDOT’s University Out-of-State Travel Request form for approval before booking your trip. A minimum of 10 business days (2 weeks) is required for RTI approval. Administrators: Per TxDOT policy, all travel should contain the following information in the notes section of the VP5 or in the VE5: Name of traveler, dates, destination, purpose, and project number.
The following information is specific to projects sponsored through TxDOT’s Research and Technology Implementation Office (RTI).
- Implementation Project Recommendation (IPR) Form
- Request for Research Fund Authorization (RFA) Form
- See RTI Guidelines for Proposals (including Implementations) and Modifications below for more details.
- TxDOT Form 2632: Request for University Out-of-State Travel (updated 8/2016)
- UT Request for Travel Authorization
- See the Travel section below for more details.
- Research Problem Statement Form (rev. 10/2015)
- RTI Problem Statements can be submitted to RTI at any time. Please cc: firstname.lastname@example.org.
- RTI Policy on Payment of Invoices on ALL (Active or Terminated) Projects Involving Late Deliverables
- RTI Proposal Review
- Deliverables and Tech Memos (Updated 8/2012)
- Proposal Review Form
- RTI Research Manual
- RTI Tech Memo Template
- RTI University Handbook
RTI Guidelines for Proposals (including Implementations) and Modifications
RTI guidelines and templates for use in research proposals (including Implementations) are available in the current release of the RTI Manual . RTI has also issued a University Handbook which, among other great information, outlines specific guidelines for use in composing a research proposal using the required documents below.
The documents listed below are required for every formal response to an RFP, including sole source. If a formal response omits required information, it is deemed non-responsive and will not be accepted for technical evaluation. RTI Main will issue a proposal due date upon release of the RFP. That submittal deadline date must be met, or the proposal will be rejected. This pertains to sole source proposals, also.
- Cover Page (RTI form)
- Itemized Budget, Exhibit A (RTI form)
- Project Description, Exhibit B, consisting of:
- Project Abstract
- Statement of Work (Work Plan)
- Identification of Information Technology (IT) Deliverables to TxDOT
- Assistance or Involvement by TxDOT
- Deliverables Table (RTI form *rev.7/2015)
- Schedule of Research Activities (RTI form or MS-Project WBS)
- Background and Significance of Work
- Research Staff and Facilities (RTI form)
If additional information is required for a specific project, that additional requirement will be stated in the Project Statement or Implementation Project Recommendation distributed in the RFP.
The Background and Significance of Work is treated as a separate document of no more than 10 pages in length, and its information is used only during the evaluation of the proposal.
CTR/Contracts will issue the current templates directly to the RS or upon request. Modification Guidelines RTI has issued updated guidelines for modifications, as discussed in the University Handbook .
RTI Out-of-state Travel Requests
- Submit TxDOT Form 2632, Request for University Out-of-State Travel (rev. 8/2016), to CTR Contracts at email@example.com (requires minimum of 10 business days, i.e. 2 weeks, for RTI approval).
- Submit a UT Request for Travel Authorization form to CTR Administration at firstname.lastname@example.org
- Please review UT’s requirement for international travel .
- Information needed:
- Project number
- Name of person traveling
- Travel dates and destination
- Sponsor and title if attending a seminar, workshop, or conference
- Specific purpose and benefit to meet project objectives (very important for approval)
- Estimated costs (should be according to state guidelines for mileage, lodging and meals)
- Other charges as needed should be explained in the other items/expense notes
- Signature of employee and supervisor
- Abstract of paper for RTI review if giving a presentation
- Final approval will come from the Project Manager (PM) once the out-of-state travel request is submitted by the CTR Contracts Office.
Things to consider:
- Dates of travel must be within the fiscal year of project.
- Was the travel budgeted in the project agreement?
- Is there money in the budget for this particular travel?
- How does this travel benefit TxDOT?
Tip: In the portion of the travel request form where you enter Estimated Costs, after entering the first cost, TAB to the next entry and enter. Keep tabbing for the remaining cost entries. The form will automatically calculate the costs. Before downloading, please read the important information concerning this document by clicking here.
Reminder of Project/Technical Findings
Before you, or any researcher on your project, publishes or submits a paper or presentation to a professional journal or conference, about a TxDOT-sponsored project, make sure you have received any approval that may be required from TxDOT. In this context, publishing includes posting material on a non-secure Internet site.
- If the paper or presentation contains subject matter or technical findings substantially similar to those in a deliverable that TxDOT has already approved, you don’t need another TxDOT review. Send a courtesy copy to RTI, to help keep everyone aware of what is going on with the project.
- If the paper or presentation contains significant technical findings that have not been approved by TxDOT, you must obtain TxDOT’s approval before presenting it. Submit your material to the professional organization, such as TRB, and RTI at the same time. This usually allows enough time for review and approval by TxDOT prior to presentation or publication. When the preparation schedule does not allow adequate time for TxDOT review and approval, send an abstract of your material to RTI, along with a notice of when and where you intend to present the material. RTI will coordinate TxDOT’s review and approval of the abstract. Your paper or presentation must then include a statement that TxDOT has not reviewed your findings. Submit a copy of the complete material to RTI as soon as possible. If there is time before the material is scheduled to be presented, TxDOT will review your material, and you may be able to remove the disclaimer.
Brand Style Guide
The CTR brand style guide is available online for reference. Access the guide by clicking here.