Financial Services Manual (FIN)

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Effective: 4/25/1994

Revised: 7/1/2014

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FIN 211: Sponsored Project Agency/Orgs

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Purpose

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To describe sponsored project agency/orgs

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Source

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University policy

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Policy

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Sponsored project agency/orgs are established and maintained by the Office for Research and Sponsored Projects Administration (ORSPA).

A sponsored project is a project supported by an external funding source under a mutually binding agreement that restricts the use of funds to the approved project and stipulates other conditions with which the university must comply. Sponsored projects typically:

  1. are initiated by a formal proposal and award notice
  2. are restricted to a particular purpose as described in the proposal
  3. require technical and/or financial reports

    and

  4. entail other administrative requirements.

In some situations it may not be clear if a new agency/org is a sponsored project. The presence of one or more of the following conditions indicates that an agency/org might be a sponsored project:

  1. provides funding for limited duration
  2. specifies use of funds
  3. indicates need for accounting or financial reporting
  4. involves human subjects, animal models, hazardous materials
  5. restricts the use of funds
  6. may require the return of residual funds
  7. involves intellectual property issues
  8. involves commitment of university personnel or resources
  9. obligates the institution to perform
  10. requires billing to receive funds
  11. has audit and/or record retention requirements
  12. requires a technical report on program outcomes
  13. provides equipment
  14. requires a formal document with signatures of the parties

    and

  15. involves federal, state, or other “public” funds.

For agency/orgs with one or more of the foregoing conditions, please contact ORSPA for a determination about whether the funds should be accounted for in a sponsored project agency/org. In addition to the above criteria for determination of whether an agency/org is a sponsored project, all clinical trial funds are to be deposited into a sponsored project agency/org.

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Additional Information

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For information on agency/org structures, see the Financial Servies, Financial References Web page.

For information on the establishment of new agency/orgs other than for a sponsored project, see the Financial Services Forms Web page, Advantage Forms, New Account Application Form, Form Instructions.

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Cross-Reference

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For information on establishing a sponsored project agency/org, see the Research and Sponsored Programs Policies and Procedures Manual—RSP 501, “Establishment of a Sponsored Project Account.”

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