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Procedure: 8-9

Effective: July 1, 2001

Owner: Office of Sponsored Programs

Latest Revision: July 1, 2001

Preparation of Proposal Approval Sheet and
Budgeted Cost Sharing Forms

Procedure Steps

Scope | System References | Policy | Responsibility | Distribution | Ownership


This procedure covers forms used by principal investigators/program directors to provide summary information and approval action in processing proposals through the University to the sponsor.

System References [Top]

Proposal Approval Sheet (Form SP-10) and Budgeted Cost Sharing Sheet (Form SP-10A)

Please refer also to Procedure 8-9A, "Completion Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions."

See also Procedure 8-9B, "Completing Sole Source Justification for Research Project Subcontracts."

See also Procedure 8-10, "Computer Cost Recovery."

See also Procedure 11-1, "Processing Faculty Overload Responsibilities for Supplemental Compensation."

Policy [Top]

Grants and Contracts: Definition, Solicitation, Clearance and Acceptance
-- Policy VIII.A.1

Responsibility [Top]

Principal Investigators/Program Directors are responsible for completing proposal approval sheets prior to forwarding the proposal for processing.

The Research Administrator is responsible for obtaining appropriate clearances from the offices outlined below.

Distribution [Top]

Principal Investigator/Program Director

Research Administrator

Ownership [Top]

The Assistant Vice President for Research Administration is responsible for ensuring that this procedure is necessary, reflects actual practice, and supports University policy.

Procedure Steps [Top]

This activity is performed as part of the proposal preparation process, and the form is used as a cover sheet with the proposal and forwarded to the research administrator for processing.


  1. Obtain blank forms from Fiscal Administrators, Research Administrators or the Office of Sponsored Programs, Carruthers Hall.

  2. The proposal approval sheets should be completed in their entirety prior to forwarding the proposal for processing. In Part II of the form, "Information to Center Administrators," there are certain listed conditions which require approval of specific University offices WHEN APPLICABLE. This approval is required to enable proper clearance from state agencies in the solicitation of grants and contracts.

  3. The research administrator will ensure appropriate clearances have been obtained from the following offices before submitting any proposals. Early contact and submission of all supporting information to the appropriate office will speed program approvals.

    NOTE: Inter-school programs require approvals from all participating schools' administrative channels.

    Program or Expenditure
    Responsible Officer
    Rental, Renovation, Construction or Purchase of Space  
    Assistant Vice President, Physical Plant
      Office to contact: Assistant Vice President for Physical Plant
    New Program - Degree, Off Campus, etc.  
    Vice President and Provost
      Office to contact: Vice President and Provost
    Acquisition or Rental of Data Processing Equipment or Services  
    Director of Procurement Services
    Office to contact: Purchasing and Material Services
    Lease or Purchase of Telecommunication Equipment or Facilities
    Director of Procurement Services
    Office to contact: Purchasing and Material Services
    Computer Cost Recovery  
    Assoc Provost for Research
    Office to contact: Associate Provost for Research
    See also Proc. 8-10, "Computer Cost Recovery"
    Faculty Overload  
    School Dean
    Office to contact: Dean of the School
    See also Proc. 11-1, "Processing Faculty Overload Responsibilities for Supplemental Compensation."

  4. Completed forms (original only) should be used as cover sheets with the proposal and forwarded with the proposal to the research administrator for processing.

End of Activity

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