Policy: Determining if an Award is a Gift or Sponsored Project
|Date: 04/29/03||Policy ID: FIN-001||Status: Final|
|Contact Office:||Sponsored Programs|
|Oversight Executive:||Executive Vice President and Chief Operating Officer
Senior Vice President for University Advancement
|Applies To:||University of Virginia faculty and staff who submit proposals or process awards.|
|Table of Contents:||Policy Statement|
|Reason for Policy:||To establish the guidelines to determine if a revenue stream is a gift or sponsored project in order to ensure that proposals are properly submitted and awards are correctly processed.|
|Definition of Terms in Statement:||
The distinction between gifts and sponsored projects can be subtle. The term “grant” is defined very differently by various corporate and foundation funders and can therefore cause confusion. For that reason, we have replaced it with the term “sponsored project.” Please note that the use of the term “grant” by a funding organization does not automatically mean that the award is a sponsored project; instead, the terms of the award should be used to determine its status.
Sponsored Project: Any externally funded research, public service or scholarly activity that has a defined scope of work and set of objectives which provide a basis for accountability and sponsor expectations. If any one of the following characteristics applies to a project, including commitments made in the proposal or required in the award agreement, it must be processed through the Office of Sponsored Programs:
Gifts: Activities supported by a donor that are generally not considered sponsored projects and can be processed as gifts may include the following characteristics:
All projects determined to be a Sponsored Project must be processed through the Office of Sponsored Programs. Activities supported by a donor that are generally not considered sponsored projects can be processed as gifts to the University.
Questions regarding whether a proposal or an award is a gift or a sponsored project should be directed to your school’s research administrator or the corporate and foundation relations officer within your school’s development office. For schools not having their own corporate and foundation relations development officer, questions regarding whether a proposal or an award is a gift or a sponsored project should be directed to the Corporate and Foundation Relations staff in the University Development Office. In some cases, projects that do not need to go through the Office of Sponsored Programs at the proposal stage become sponsored projects at the award stage due to conditions set forth in the award agreement.
The Office of Sponsored Programs and the Office of University Development will work together to determine a project’s classification when there is a question about how it should be processed. Cases needing further clarification will be brought before a review committee composed of senior representatives from the offices of Sponsored Programs, University Development, the Vice President for Finance and the Vice President for Research.
|Major Category:||Finance and Business Operations|
|Category Cross Reference:||Research Administration|
|Next Scheduled Review:||04/29/06|
|Approved By, Date:||Executive Vice President and Chief Operating Officer, 04/29/03|
|Revision History:||This is the first version of this policy.|
|Supersedes (previous policy):|