Grant, Contract, & Gift Accounting Policy & Procedures Manual		GCG
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Administrative Policy & Procedures Manual » GCG Manual » 100 General Administration of Award.

OSU GCG 102-01: Sponsored Project Overview & Responsibilities - Proposal

Grant, Contract & Gift Accounting Manual
Section 100: General Administration of Award

Purpose
Applicability
Procedure

Purpose

To identify the process for submitting proposals.

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Applicability

All employees.

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Procedure

All OSU departments seeking external funds for research, public service, instructional enhancement, buildings or renovations should follow the proposal process.

All proposals for external sponsored support that are subject to regulatory or sponsor restrictions and that involve a commitment of university resources must be reviewed and approved by the appropriate academic and administrative unit officials prior to submission to sponsors.

If external proposals are submitted without proper review and approval prior to submission, any resulting award acceptance is dependent upon completion of the standard internal approval process.

For administering these awards, use the Research Office website, the Grant, Contract & Gift Accounting Manual, and the policies of the sponsoring agency.

OMB Circular A-21 and FARs establishes principles for determining costs applicable to grants, contracts, and other agreements with educational institutions.
OMB Circular A-110 and FARs apply to sponsored agreements from a Federal agency or Federal flow-through.
OMB Circular A-133 or FARs, and Cost Accounting Standards apply to all sponsored agreements.

Responsible Party	Action
Department/ Principal Investigator (PI)	(a). Prepares and submits to the Office of Sponsored Programs (located within the Research Office): the original proposal with itemized budget two copies of the proposal department and college-approved proposal check-off list In the proposal budget, all direct costs, F&A rates, and cost sharing in the proposal must meet the criteria outlined by OMB Circular A-110 (or FAR if a contract) and be approved by OSU. OSU costs and cost share must be traceable in the accounting system. (b). If a subcontractor is included in the budget, PI provides a copy of subcontractor budget, scope of work, their administration approval, and, if more than $25,000, a copy of their University and College Rate Agreement. Identifies cost sharing by budget line item and source of cost share funds. Responds to any questions from the agency concerning budget or scope of work.
Office of Sponsored Programs	Reviews the proposal for content, use of animal and human subjects, use of OSU facilities, F&A cost rate and application, budget content, other items listed on the proposal check-off list. Contacts department for adjustments, corrections, clarifications, etc. Signs the proposal upon determining contents are correct and accurate. Forwards a copy of the proposal to Contract Administration. Any subsequent changes in the proposal, scope of work or budget need to be reviewed by the Office of Sponsored Programs prior to the award being received. Returns original signed proposal to Department/PI.
Department/PI	PI/Department mails signed proposal to sponsoring agency.
Contract Administration	Retains copy of proposal for 18 months or until award is made, whichever is earlier. Copy becomes part of the complete official agreement packet.

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