2025 UTC Competition Questions and Answers

NOTE: For additional information, please also review the 2022 NOFO Competition Questions and Answers located here: https://www.transportation.gov/utc/2022-utc-competition-questions-and-answers

Tier 1 Matched Fund Amounts  (2/13/2026)
Question: Is the Matching Funds for a Tier 1 UTC $975,622.50?
Answer: Yes, the Tier 1 UTC award would be $1,951,245 for the first year (5/1/26 to 4/30/27) and the matching amount would be 50% of that, $975,622.50.

Matched Funds as Indirect Costs  (2/13/2026)
Question: Can indirect costs be used to satisfy the matching requirement of the above referenced NOFO?
Answer: Yes, indirect (F&A) costs can be counted toward the required non Federal matching funds so long as those indirect costs are (1) from allowable, non Federal sources (or from the limited FHWA sources expressly permitted), (2) allowable under federal grant cost principles (2 CFR Part 200), and (3) fully documented in the Center’s records and budget plan. (Section B.2 and D.2.2.4.3)

Tech Transfer Itemizing  (2/13/2026)
Question: If a portion of salary for any project personnel, as well as the associated fringe or tuition costs, is to be dedicated to Technology Transfer, is it appropriate to split the total salary costs between the Salary categories, staff benefits category, and the Technology Transfer category? Is it required to itemize the effort in the explanatory notes?
Answer: Yes, it is appropriate to split salary, fringe, and tuition costs so that any portion directly allocable to technology transfer/ commercialization activities is shown in the Technology Transfer budget category, with the remainder shown in the relevant Salary and Staff Benefits (or Student Tuition) categories. Allocate the direct portion of salary/ fringe/ tuition attributable to tech transfer under Technology Transfer. Place the remainder under the appropriate salary/ benefits/ tuition category. The “Explanatory Notes” column is included to clarify the budget entries, including the nature of the tech transfer activities. Although not formally required, it is strongly recommended to document the split clearly for reviewers and compliance. (Section D.2.2.4.3 and Attachment A)

Patents and Licensing Costs  (2/13/2026)
Question: Are costs incurred for patents and licensing allowable as direct costs?
Answer: The NOFO does not explicitly state whether costs incurred for patents and licensing are allowable as direct costs. However, it emphasizes technology transfer and commercialization activities as a required component, with at least 5 percent of the total budget devoted to these activities, which may include costs related to licensing and patents. These costs should be included under the "Technology Transfer" budget category in the Center Budget Plan (Attachment A).

Participant Support Costs  (2/13/2026)
Question: Do you permit Participant Support Costs for this proposal budget? 
Answer: There is no explicit mention of “Participant Support Costs” as a separate allowable cost category in the budget instructions or Attachment A. If you have costs that could be considered “Participant Support” under federal grant definitions (e.g., stipends, subsistence, travel for participants in training or workshops), the NOFO does not prohibit them — but they must be:
     1. Allowable under 2 CFR Part 200 Subpart E cost principles (particularly §200.1 and §200.456, which define and govern participant support costs);
     2. Directly tied to accomplishing the UTC program objectives (research, education, workforce development, or technology transfer);
     3. Placed in one of the NOFO’s allowed categories — most likely Student Salaries, Student Tuition, Domestic Travel, or “Other Direct Costs” (specified in the budget plan).

Tech Transfer Costs  (2/13/2026)
Question: Can personnel salary/fringe (e.g., a Technology Transfer Lead/coordinator, staff time for packaging and deploying tools, practitioner training and technical assistance, and coordination of demonstrations) be counted toward the ≥ 5% “Technology Transfer” component, provided the effort is directly allocable to technology transfer activities?
Answer: Yes. All direct costs related to technology transfer and commercialization activities are to be included within the “Technology Transfer” budget category.

Tech Transfer Budget under Direct Budget  (2/13/2026)
Question: Does the Tech Transfer budget include its direct budget for tech transfer and the associated overhead? Or just the direct cost expenses?
Answer: The Technology Transfer budget line in Attachment A is only direct cost expenses for tech transfer/commercialization. Because the Center Budget Plan in Attachment A also includes a separate F&A (Indirect) Costs line, the portion of indirect (overhead) costs for Tech Transfer would need to be described in the Explanatory Notes column.

Delayed Matched Funds  (2/13/2026)
Question: If all Federal funds are spent, say between 5/1/2026-4/30/2027, then the matching 50% can still be obtained and spent beyond 4/30/2027 until 4/30/2030?
Answer: Each Tier 1 annual budget must be funded by the matching 50%. While we don’t expect to see full match met on each invoice, we do expect to see the amount of match reported growing over time getting close to meeting the full match at the time when Federal funds are nearing the point of being fully paid out.

Construction Costs in Matched Funds  (2/13/2026)
Question: Can we have cost sharing from local DOTs or infrastructure owners to cover the construction cost?
Answer: No. Grant money and matched funds may not be used for construction costs. Refer to Section D.2.2.4.3 at the bottom of page 23.

Letters of Support  (2/13/2026)
Question: Can support letters be included in the application or with the hard copy of the application?
Answer: No. Do not include support letters with your application.  Support letters should be sent by mail or email to Secretary of Transportation Sean Duffy.

Valid Eval Members  (2/13/2026)
Question: Can you please clarify who should be added to the Valid Eval application as team members? Is this for all senior personnel or only persons who will access the application in Valid Eval?
Answer: The NOFO requires that the lead institution’s authorized representative submit the application through Valid Eval and provide certain information during registration or submission. It does not specifically define “team members” in the Valid Eval system or require listing all senior personnel. The only persons explicitly required are the applicant’s authorized representative and the proposed Center Director. Add those who will need system access.

Valid Eval Confirmation  (2/13/2026)
Question: Will each team member receive a confirmation email once they’ve been added in Valid Eval? Do they need to confirm their participation before the application can be submitted?
Answer: Team members will need to accept their invite. Team members who accept their invite will receive a confirmation when the application is submitted.

Valid Eval Primary Contact  (2/13/2026)
Question: As the authorized representative who created the application, I am currently listed as the primary contact. Is this correct, or should the project director/PI be listed as the primary contact?
Answer: Although we prefer the Director, the organizational authorized representative can be the primary contact. You are required to enter the “Proposed Center Director Name” and his/her “E-Mail Address”. Any team member who has accepted his/her invite can be designated as the primary contract. Whoever is the decision maker on this process should be the primary contact. After the application is submitted, team members can be added or the primary contact can be changed, even if it’s after 2/20/2026.

Valid Eval Instructions  (2/13/2026)
Question: Are there detailed instructions for the use of Valid Eval? If so, where?
Answer: The Instructions & Resources page is located on the first page after the Start Application button is selected. For additional information there is a Chat box in the bottom right and a Help icon, ‘?’, in the upper right corner. The signup link is: https://usg.valideval.com/teams/usdot_utc_2025/signup

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Upload the Research Abstract with Application (1/30/2026)
Question: Does the Research Abstract go with Written Response?
Answer: Yes. The application is submitted into ValidEval and includes the cover sheet, the 2-page Research Abstract, the 35-page Written Response, the required appendices, Form SF-424, and the Overhead/Fringe Benefit Rates.

Yearly Budget vs. Period of Performance (1/30/2026)
Question: What’s the difference between Yearly Budget and Period of Performance?
Answer: The grant period of performance is for the life of the grant, which is three years. The budgets are for one year each. In Section A.2 of the NOFO at the bottom of page 4 it says: “Funds made available under this NOFO may be expended from an anticipated start date of May 1, 2026, through April 30, 2030.” This is for the first year of allotted funds. Annual budgets will be required each year.

LOI for UTC NOFO    (1/28/2026)
Question: Can I submit a late Letter of Intent (LOI) for UTC NOFO?
Answer: Yes. You can still submit a new Letter of Intent (LOI) if it is received before the application deadline (per Section D.2.1). The NOFO allows late LOIs (after the requested LOI date) if they are received before the application due date, February 20, 2026. Because the original LOI identified a different lead institution, you should submit a new LOI as the lead. Note that:

• The LOI must be submitted as a PDF via email to UTCgrants@dot.gov.
• You may change the type of Center in the final application, but you may not change the statutory research priority area identified in the LOI.
• The NOFO does not provide for transferring an LOI between institutions; a new LOI from the new lead is the appropriate path.

IAA Allowable for FFRDC Participation    (1/28/2026)
Question: Is an IAA Allowable for a Federally Funded Research and Development Center (FFRDC) Participation in the UTC Program?
Answer: Under this NOFO, awards are made as grants to eligible lead recipients that are U.S. nonprofit institutions of higher education (IHEs). Only IHEs may be consortium members; entities that are not IHEs (including FFRDCs/National Laboratories) cannot be consortium members and would not be funded via a DOT-DOE Interagency Agreement (IAA) under this competition. However, the NOFO does allow non-lHE organizations to collaborate with a UTC on particular projects or to provide services that assist in accomplishing Center activities (per Section B.1). Practically, this means any participation by an FFRDC would need to be arranged and funded through the university award (e.g., via subcontracts or other appropriate agreements) in accordance with 2 CFR Part 200 and the UTC grant's terms. DOT is not contemplating IAAs to fund a national laboratory's scope of work within a UTC award.

Using of a Commons Form Template    (1/22/2026)
Question: Would you prefer the CV done in a Commons Form template? If yes, would you prefer NIH or NSF template?
Answer: The NOFO does not specify or require the use of any Commons Form template, nor does it express a preference for NIH or NSF formats. Instead, the NOFO states that each Curriculum Vitae must be limited to two pages, focused on relevant qualifications, and be included as part of the required appendices. You may therefore use any format that meets these requirements.

Allowability of Payments to Non-Consortium Entities    (1/22/2026)
Question: Can the UTCs collaborate with for-profit companies for contracted services, equipment, or collaborative research activities, with non-profit organizations (not higher education), and/or with sub-awards from a consortium university to outside entities such as large American automotive manufacturers or American non-profit technology organizations?
Answer: While non-higher education organizations cannot be consortium members, the NOFO explicitly states they may collaborate with a Center or provide services that support Center activities. Therefore:
   a. Payments to private for-profit companies for contracted services, equipment, or collaborative research activities are allowable as long as the costs are allowable under Federal grant regulations (2 CFR Part 200) and support the Center's approved activities.
   b. Payments to non-profit organizations (other than higher-education institutions) for similar purposes are also allowable under the same conditions.
   c. Sub-awards or contracts to outside entities, including American automotive manufacturers or American non-profit technology organizations, are allowable so long as the organizations are not presented as consortium members and the work aligns with the Center's approved scope.

Subcontractors Submitting SF-424 or SF-424B  (1/22/2026)
Question: Do Subcontractors Need to Submit SF-424 or SF-424B?
Answer: No. According to the NOFO, the lead institution must submit the SF-424 and SF-424B as part of the application. The NOFO does not require subcontractors or collaborating entities to submit their own SF-424 or SF-424B forms. Subcontractors (non-lead institutions in the consortium) must instead provide negotiated indirect cost and fringe rate documentation (Section D.2.2.6, p. 24) as well as their individual budget plans as part of the Center Budget Plan (Section D.2.2.4.3, p. 23).

Eligibility of Lead Institutions with Another Lead in the Same University System  (1/21/2026)
Question: If U of ABC – Mobilityville is a lead in an existing UTC, can U of ABC – Safetyville apply as a lead?
Answer: Yes. If the applying university is a separate U.S. non-profit institution of higher education under 20 U.S.C § 1001(a) and has its own UEI, then that school may apply as a lead. When the Secretary of Transportation makes the final selections, he will consider statutory restrictions and will strive for a balanced portfolio in terms of research priority areas, types of centers, and institutional representation.

Center Budget Plan Particulars (1/21/2026)
Question: For a Tier 1 application, are we only required to submit a one-year budget covering 5/1/2026 to 4/30/2027, not exceeding $1,951,245? And what is the longest anticipated end date?
Answer: Yes. Applicants are required to submit only a one year budget covering May 1, 2026 to April 30, 2027. For Tier 1 Centers, this means the budget must not exceed $1,951,245 in Federal funds for that first year but should also include the required 50% matched amounts. OST-R will request new budgets for review and approval each subsequent year. These budget requests occur before each subsequent year’s funding increment is issued. If you request an extension for good reason (up to one year extra), which would need to be approved by the grant manager, then the longest anticipated end date would be April 30, 2030. The three annual increments are for three years, while the expenditure period may span four years (2026–2030).

Feedback or Invitation After Letters of Intent (1/21/2026)
Question: After reviewing the Letters of Intent, will you provide feedback or an invitation to proceed with a full application? 
Answer: The NOFO does not indicate that feedback or invitations will be provided after Letters of Intent are reviewed. The purpose of the Letter of Intent is to allow DOT to organize appropriate review panels before receiving applications. Any eligible applicant who submits a timely Letter of Intent may proceed directly to submitting a full application by the deadline stated in the NOFO. There is no requirement to wait for a formal invitation to apply.

Citations or References (1/21/2026)
Question: Are we required to include a list of citations or references for the articles and resources cited? If so, should these be included within the 35-page Written Response?
Answer: The NOFO does not require inclusion of a formal list of citations or references. If you choose to include them, they should be presented within the written content of your submission. Any material placed in the 35-page Written Response counts toward that page limit, unless it is part of the required appendices.

Uploading the Research Abstract in Valid Eval (1/21/2026)
Question: Where should we upload the 2-page research abstract to the Valid Eval? Shall we combine the 2-page research abstract with the 35-page Written Response?
Answer: Yes. Submit them together. The research abstract is a separate required component of the application (maximum two pages) and should be uploaded in Valid Eval as part of the required application package. Per Section D.2.2.2, it should be uploaded together with the cover sheet, the 35-page Written Response, the appendices, etc. 

CV Format (1/21/2026)
Question: Is there a required format or template for the CVs, or should we follow standard NIH biosketch guidelines?
Answer: The NOFO does not prescribe a specific template for CVs. It requires that each CV be no longer than two pages and focus on relevant qualifications of the proposed Center Director and key personnel. Standard NIH biosketch format is acceptable if it meets these requirements. You should omit any personally identifiable information (PII) as instructed in Section D.2.2.4.2 but do include the Center Director’s e-mail address and telephone number. Arial 12 should be used throughout the document, except for headers/footers and tables/figures within which the font size may be no smaller than 9.

Separate Institutions Within a University System (1/9/2026)
Question: A university within our state university system already has a UTC grant – is another campus in the system eligible to apply?
Answer: We consider different campuses within a university system to be separate institutions if they have different Unique Entity Identifiers (UEIs). So if that is the case then the other campus is eligible to apply.

Limit on Number of LOIs, Applications (1/6/2026)
Question: Is there a limit on the number of Letters of Intent or Applications that an institution may submit?
Answer: The Notice of Funding Opportunity (NOFO) does not put any limits on the number of LOIs or applications that may be submitted, therefore there is no such limit. The NOFO does state that any application must be preceded by a Letter of Intent, and please also note the language on pages 11-12 of the NOFO about what changes are and are not allowed between a Letter of Intent and an application.