OSU GCG 001: Introduction

The Grant, Contract & Gift Accounting Manual (GCG) is intended to assist OSU personnel who work with the financial aspects of sponsored programs; including principal investigators, project directors, accountants, and others.   The GCG policies and procedures apply to all university departments and are to be used harmoniously with all other OSU Policy & Procedure Manuals when specific procedures are required by a sponsored agreement.   The GCG Manual is maintained by the Office of Post Award Administration.

The Office of Post Award Administration, a division of the Office of Business Affairs, is responsible for the proper administration of grants and contracts awarded to Oregon State University for sponsored programs.  The Office of Post Award Administration works with the Sponsored Programs Office, Contracts Administration, the granting agency, the principal investigator or project director, and departmental staff to set up sponsored project funds, invoice funding entities, monitor fund transactions to ensure that expenditures are allowable and within budget constraints, and close out the fund at project end.

The GCG Manual assists in accomplishing several important tasks:

1. Ensure the proper administration of sponsored agreements.
2. Ensure compliance with all applicable state and federal regulations.
3. Properly identify costs for reporting and Finance & Administrative rate determination.
4. Properly report all funds received by OSU.
5. Provide financial monitoring and reporting for sponsored agreements.
6. Prepare required financial reports and invoices for receipt of sponsored funds.
7. All sponsored agreements are set up in FIS Banner. The degree of deviation allowed by the granting agency varies widely from complete discretion by the project director to requiring agency approval for all changes. The reporting of expenditures also varies in the amount of detail required and the frequency of the reports.

The Office of Post Award Administration staff assists departments in complying with federal guidelines, such as those published by the Office of Management and Budget (OMB), general federal policies regarding the use of funds and proper management procedures, and specific agency rules and regulations.  State regulations, such as rules for purchasing and travel, also must be applied to sponsored program expenditures.  In addition, special conditions incorporated into each award document must be carefully followed.  Additional service information and departmental procedures may be found on the Business Affairs website. 

Corrections, changes, or suggestions for the GCG manual should be communicated to the GCG Manual Coordinator or the Office of Post Award Administration at: 541-737-4711.

In the event of an inconsistency or conflict, applicable law and Board of Higher Education policies supersede University policies and university policies supersede college, department or lower unit bylaws, policies, or guidelines.

The University reserves the right to add, amend, or revoke any of the contained rules, policies, regulations, and instructions or incorporate additional ones, with or without notice, as circumstances or the good of the university community may require.

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