Oregon State University

001: Introduction

Grant, Contract & Gift Accounting Manual
Section 000: Introductory Material
Effective: 02/01/2004
Revised: 4/23/2012

The Grant, Contract & Gift Accounting Manual (GCG) is intended to assist OSU personnel who work with the financial aspects of sponsored awards; including principal investigators, project directors, accountants, and others.   The GCG policies and procedures apply to all university personnel 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 sponsored awards to Oregon State University.  The Office of Post Award Administration works with the Office of Sponsored Programs , the sponsoring agency, the principal investigator or project director, and Business Center’s to set up sponsored award  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 Facilities & Administrative (F&A) 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 sponsoring 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 Business Centers 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 award expenditures.  In addition, special conditions incorporated into each award document must be carefully followed.  Additional service information and 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 State Board of Higher Education policies supersede university policies and university policies supersede college, Business Center 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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