Research and Sponsored Projects Manual (RSP)

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Effective: 3/18/1985

Revised: 1/1/2011

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

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Purpose

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To describe the individuals responsible for the purchase of items and authorization of costs on sponsored projects and internal grants

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Sources

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Office of Knowledge Enterprise Development (OKED)
Office for Research and Sponsored Projects Administration (ORSPA)

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Policy

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Sponsored Projects

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 PI of a sponsored project must be the org manager of that project and undertake the responsibilities set forth in FIN 203: “Org Manager Responsibilities.” 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 grant and contract officer because such purchases may require prior 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 grant and contract officer.

Internal Grant Programs

Org managers of internal grant programs are responsible for authorizing only those costs that have been separately budgeted and approved through the internal grant programs.

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Cross-References

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For additional information about agency/org responsibilities, see the Financial Services Policies and Procedures Manual— FIN 203, “Org Manager Responsibilities.”

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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