Research and Sponsored Projects Manual (RSP)

Effective: 3/18/1985

Revised: 3/1/2005

RSP 503–01: Purchase Requests for Sponsored Projects and Internal Grant Programs

Purpose

To describe the purchase process for documents charging sponsored projects and internal grants

Sources

Office of the Vice President for Research and Economic Affairs

Office for Research and Sponsored Projects Administration

Policy

The principal investigator (PI) of a sponsored project is responsible for approving only those purchases that are reasonable and necessary to achieve the goals of the project and are allowable within the terms and conditions of the award agreement and state and federal law. The Office for Research and Sponsored Projects Administration (ORSPA) is responsible for answering any questions regarding allowability of costs or need for prior approval from the sponsor. Requests to purchase equipment should be discussed with a sponsored project officer because such purchases frequently require prior written approval from the sponsor.

ORSPA does not approve project spending. As a rule, standard university purchasing policies apply to purchases charged to sponsored funds. Any planned deviation from university policies should be discussed with the assigned sponsored projects officer.

Org managers of internal grant programs (Collaborative Faculty Grant Programs and Research Incentive Awards) are responsible for authorizing only those costs that have been separately budgeted through the internal grant programs.

Procedures

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Sponsored Projects

Spending documents for sponsored project agency/orgs are to be processed according to existing university policies and procedures. Approval by the Office for Research and Sponsored Projects Administration is not needed to process the documents through the purchasing system, but principal investigators are encouraged to seek the advice of their assigned sponsored projects officer for allowability or prior approval determinations.

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Internal Grant Programs

Spending documents that are charged to internal grant program agency/orgs are to be submitted through the department’s administrative offices and processed.

Documents requiring Level 2 or higher approval in Advantage will be reviewed and approved online by the director of fiscal and business services in the Office of the Vice President for Research and Economic Affairs. D

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Responsibility	Action
Originating unit	Enter the PO or RX transaction online, making sure the document is free of error messages. Complete the appropriate offline form.
Principal investigator, authorized signer or designee	Approve the document online and sign the offline form.
Principal investigator or designee	Forward a screen print of the document plus the backup to the director of fiscal and business services (ADM A213, mail code 2703). Note: The Advantage system will automatically route on-line documents if they are error-free.
Director of fiscal and business services	Review the request/order, award conditions, and budget. Approve the document, online. Forward backup documentation either to the originating department or to Payables and Reimbursements.

endtable

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Cross-Reference

For additional information about purchasing transactions, see the Purchasing and Business Services Policies and Procedures Manual—PUR 301–01, “Order Transaction Types and Forms.”

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