Policies Index Comptroller Home UVA Documents Search

Policy: VIII.A.4

Issued: January 1, 1989

Owner: Assistant Vice President for Research Administration in the Office of Sponsored Programs

Latest Revision: March 22, 2007

GRANTS AND CONTRACTS - DOCUMENTS TO BE
APPROVED BY THE OFFICE OF SPONSORED PROGRAMS

1.0 Purpose

This policy details the varoius documents that must be reviewed and approved by the Office of Sponored Programs.

2.0 Policy [Top]

2.1 Forms Requiring Approval

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 8-13, "Preparation of Grant and Contract Changes".

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

See also: Procedure 8-13, "Preparation of Grant and Contract Changes".

Preliminary Award Requests (SP-23).

See also: Procedure 8-13, "Preparation of Grant and Contract Changes".

2.2 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 (OSP)

Reviews proposal for 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.

Research Administrator

Acts as liaison between PI and administrative offices such as Human Resources,  Procurement Services, OSP, Facilities Management, 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.



3.0 Definitions [Top]

4.0 References [Top]

5.0 Approvals and Revisions [Top]

Maintained by University Comptroller
© 2000 by the Rector and Visitors of the University of Virginia