Sponsored Projects Expense Approval and Documentation Requirements

The following guidelines and documentation requirements must be met for expenses charged to sponsored projects:

• All expenses charged to a sponsored project must be necessary, reasonable, allocable and allowable for the conduct of the project.
• All expenses charged to a sponsored project must be supported by dated original documentation identifying the budget purpose charged and required approvals.
• Documentation, electronic or other, must be made available and accessible at all times for audit purposes.
• Charges not meeting these requirements will be moved off the grant and onto departmental funds.

See below for transactions that require OSPA prior approval.
1. Account Corrections – OSPA approval is required for all account corrections involving a sponsored project.
• Complete the required account correction form and submit the form and attachment(s) to the appropriate OSPA grant assignee.
• If approved, OSPA will route to the appropriate area for further processing.

2. Computer Purchases – OSPA approval is required for all computer or computer equipment purchases involving a sponsored project.
• Complete the computer request form and submit to the appropriate OSPA grant assignee for approval.

3. Equipment Costing >$5,000 – OSPA approval is required for equipment purchases by invoice distribution form (IDF) only.
• Complete the invoice distribution form (IDF) and submit it to the appropriate OSPA grant assignee.
• If approved, OSPA will submit to Accounts Payable.

4. Purchases $10,000 and above – OSPA approval required
• Complete the purchase requisition form and submit to the appropriate OSPA grant assignee for approval.

Effective July 1, 2023, OSPA approval is no longer required on travel vouchers for domestic travel or purchases of <$9,999.99 processed via an invoice distribution form (excluding equipment and furniture). Please see below for the following updates:
5. Travel Voucher – OSPA approval is ONLY required when foreign travel is involved.
• Foreign Travel – Complete the travel voucher and submit it to the appropriate OSPA grant assignee. If appropriate, OSPA approves the travel voucher and forwards approval to Accounts Payable.
• Domestic Travel – Approval for domestic travel should be authorized by the PI and fiscal officer. If the PI and fiscal officer are the same, a secondary signature is required by a next-level supervisor or unit business manager signing under separate signatory authority.

6. Direct Voucher (IDF) Method of Payment (updated) – transactions $9,999.99 or less (excluding equipment and furniture)
• OSPA approval is not needed (excluding equipment paid with IDF and payments to sub awardees). Approvals at this level should be authorized by the PI and fiscal officer. If the PI and fiscal officer are the same, a secondary signature is required by the next-level supervisor or unit business manager.

If you have questions or concerns regarding these changes, please contact your OSPA Grant Assignee.