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Most sponsored funding is obtained through a formal Proposal review and submission process.
When a Sponsor does not have a formal funding announcement, RFP, RFA or other call for proposals, the University requires, per Executive Order 34 and this policy, that the budget presentation, proposed scope of work and other commitments are conveyed to the Sponsor on behalf of the University only after all requisite approvals are obtained from the Department, School and OSP via the eGC1 process and a letter of intent is signed by OSP. The University is not required to honor any obligations, expressed or implied, which have not been properly authorized.
From time to time, a Sponsor may begin the negotiation process by providing a draft contract, letter agreement, or check award to an Investigator. In order to obtain University approval “after the fact”, an eGC1 is still required. These are referred to as “After-The-Fact” eGC1s.
In order to route an ATF eGC1 to OSP, the PI must provide: A copy of the draft contract, letter agreement, or copy of check award on the eGC1; a budget prepared on the eGC1 that matches the award amount and any award budget detail; and a detailed scope of work, if such detail is not appended or otherwise incorporated into the award document. The PI must indicate it is an “ATF” eGC1.
An “ATF” eGC1 is not subject to GIM 19 deadlines. OSP uses review criteria applicable to awards when reviewing funding arriving on an “ATF” eGC1. The review carried out may involve negotiation of award terms and conditions. More information about award review and requirements is found on the OSP Time of Award webpage.
University sponsored program policies and procedures apply to all sponsored funding, whether the funding was obtained through a regular competitive review process or is the result of informal negotiations and discussion with a Sponsor. This includes the correct application of Facilities & Administrative (F&A) rates to the budget used by the Sponsor to make an award.
In particular, a PI and his/her department are responsible for the lack of full sponsored program cost recovery if the budget used by the Sponsor to make the award was based on misapplication of University policy, such as the incorrect F&A rate, or the lack of F&A in the proposed budget.