Guide to Roles and Responsibilities for Externally Sponsored Projects

	OSP	PI	Dept. Admin.	Chair/ Dean	Other
PROPOSAL PREPARATION
Prepare technical proposal		X
Assure that the proposed project is appropriate in nature and scope, and consistent with departmental and institutional mission		X		X
Assure that the proposed project has qualified personnel and adequate space		X		X
Draft an adequate and accurate budget to accomplish the scope of work	X	X	X
Request and document approval for cost sharing/matching		X
Approve and provide documentation to OSP for cost sharing/matching		X	X	X
	OSP	PI	Dept. Admin.	Chair/ Dean	Other
PROPOSAL REVIEW AND APPROVAL
Provide oversight for sponsored project proposals, including budget review	X
Work together to prepare final proposal budget	X	X	X
Prepare budget justification/budget narrative		X
Review and approve F&A cost reductions or waivers	X				Vice Provost
Provide justification for costs generally considered to be indirect to be charged as direct costs		X	X
Review and approve requests for costs generally considered to be indirect to be charged as direct costs	X
Prepare/Negotiate Non-Disclosure Agreements	X
Prepare/Negotiate Teaming Agreements	X
Negotiate Material Transfer Agreements (MTAs)	X
Route Internal Approval Form, proposal budget, budget justification and project description for university approval prior to submission	X
Sign Internal Approval Form certifying information provided on Representations and Certifications page and all fiscal information		X
Sign Internal Approval Form indicating concurrence with all information and commitments included on form				X
	OSP	PI	Dept. Admin.	Chair/ Dean	Other
PROPOSAL SUBMISSION
Complete final proposal review	X	X
Load proposal to applicable e-submission portal	X	X
Provide authorized institutional signature on all proposals and awards	X
Submit all proposals on behalf of the University	X

Subrecipient Monitoring

Principal Investigator

The PI has responsibility for monitoring technical/programmatic activities and progress. They ensure subrecipients adhere to work plan and timeline, review all invoices submitted by subrecipient, and approves prior to payment by Sponsored Programs Accounting (SPA).

Office of Sponsored Programs

OSP has a written process for subrecipient monitoring to ensure compliance with federal, sponsor, and university guidelines and regulations. The OSP staff reviews proposal submissions to assure that the subaward is appropriately budgeted. OSP obtains signed representations, certifications, and assurances from subrecipient as well as collects annual A-133 audit certification letter, prepares and negotiates subaward agreements, ensure subrecipients are not debarred or suspend and are eligible to receive federal funding. OSP shares approved budget and signed agreements to Sponsored Programs Accounting (SPA). The OSP staff interprets policies to ensure compliance and negotiates budget revisions or no-cost extensions.

Sponsored Programs Accounting

SPA processes payments of invoices in accordance with approved subrecipient budgets.

 

 

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