Financial Services Manual (FIN)

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Effective: 4/25/1994

Revised: 7/1/2019

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FIN 211: Sponsored Grants

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Purpose

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To describe sponsored grants

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Source

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University policy

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Policy

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Sponsored grants are established and maintained by the Office for Research and Sponsored Projects Administration (ORSPA).

A sponsored grant is 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 agreement is considered a sponsored grant and requires a new grant to be established in the Financial Management System for tracking and reporting purposes. The presence of one or more of the following conditions indicates a sponsored grant:

  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 sponsored grants with one or more of the foregoing conditions, please contact ORSPA for a determination about how the funds should be accounted for in the Financial Management System. In addition to the above criteria for determination of whether an agreement is a sponsored grant, all clinical trial funds are to be deposited into a sponsored grant account.

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Additional Information

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For information on accounting for transactions in the Financial Management System, see the Financial Services, Financial References webpage.

For information on the establishment of new cost centers, programs, gifts, or projects see the Financial Services Forms webpage.

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Cross-Reference

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For information on establishing a sponsored grant in the Financial Management System, see the Research and Sponsored Programs Policies and Procedures Manual—RSP 501, “Establishment of a Sponsored Project Account.”

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