**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 



                      UNIVERSITY OF VIRGINIA
           FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL



TITLE:  GRANTS AND CONTRACTS-                     POLICY:  VIII.A.4x
        DOCUMENTS TO BE APPROVED BY
        THE OFFICE OF SPONSORED PROGRAMS                           

                                                     
Proposal Approval Sheet and Budgeted Cost Sharing Form (SP-10)
See also Procedure 8-9, "Preparation of
Proposal Approval Sheet and
Budgeted Cost Sharing Forms."

See also Procedure 8-9A, "Completing
Certification Regarding
Debarment, Suspension, Ineligibility and
Voluntary Exclusion -Lower
Tier Covered Transactions."

See also Procedure 8-9B, "Completing Sole
Source Justification for
Research Projects Sub-contract."

See also Procedure 8-9C, "Completing Drug
Study Questionnaire."

Grant and contract proposals

Statements of awards from the sponsors

Letters involving amendment of an award, such as the following,
require an SP-23.  See also Procedure 
8-15.

     Budget revision (no additional funding)

     Budget supplementation (existing budget period)

     No funds extension

     Early termination

 Other special requests not covered by the original agreement (SP-
 23).

See also Procedure 8-15, ""Preparation of
Grant and Contract
Changes,".

Invention statements

Fellowship activation notices

Personnel action forms

Preliminary Award Requests (SP-30)
See also Procedure 8-13, "Preparation of
Preliminary Account
Request."

Short Term Public Service Projects
See also Procedure 8-17, "Preparing
Short-Term Public Service
Project Approval Sheet."


Consulting agreements (academic only)

      NOTE:  For consulting agreements over $600 that are federally
      sponsored, also attach to the consulting agreement a
      "Certification Regarding Debarment, Suspension, and Other
      Responsibility Matters - Secondary Tier Transactions."

See also Procedures 7-62, "Authorizing
Contractual Teaching
Services and Non-Teaching Academic
Consulting" and 7-63,
"Authorizing Consulting Agreements Under
$600."

Vouchers (ledger 5 only)

Equipment requisitions


    FLOW CHART FOR PROCESSING PROPOSALS, PRELIMINARY ACCOUNT       

             REQUESTS AND/OR REBUDGETING REQUESTS

Principal Investigator (PI)        Initiates Proposal.
         
Department Head                    Approves Proposal for      
                                   Department.

Research Administrator             Assists PI and Department  
                                   Head to prepare and process     

                                   proposal.

Dean or Director                   Evaluates project
                                   technically and fiscally.  
                                   Approves for the school.

Office of Sponsored Programs       Reviews proposal for
(OSP)                              sponsor and University          
                                   Relations.  Gives final
                                   University approval.  Returns
                                   signed proposal for mailing.

Sponsoring Agency                  Negotiates/Approves/Disapproves.
         
       OSP                         Reviews and/or negotiates grant/
                                   contract for acceptance.  Issues
                                   Notice of Award.  Creates
                                   University Account.  
 
       PI                          Initiates research project and
                                   expenditure transactions.
         

                                                         
    FLOW CHART FOR PROCESSING PROPOSALS, PRELIMINARY ACCOUNT
           REQUESTS AND/OR REBUDGETING REQUESTS (Cont'd)

Research Administrator             Acts as liaison between PI and
                                   administrative offices such as
                                   Personnel Administration,
                                   Purchasing and Materials        

                                   Services, OSP,
                                   Physical Plant, etc.
         
       OSP                         Maintains fiscal control of
                                   award.  Ensures transactions
                                   conform with sponsor and state  
                                   regulations.  Ensures all cash
                                   is received and all reports are 

                                   prepared.
         
       PI                          Completes research and prepares
                                   technical report.

Sponsoring Agency                  Audits project and records for
                                   fiscal compliance.


                                                                   
ISSUED BY:                                                 01/01/89

Director of 
Sponsored Programs             8.1.4.1