Office of Record
GHS requires accurate, easily accessible, complete sponsored program records. OSP will maintain a copy of the Notification of Intent to Submit form with approval signatures, a copy of the submitted proposal, award notification, contract, revisions, amendments, and reports. Only by housing all documents in one centralized repository can a complete record for each sponsored program be compiled and efficiently accessed when required for internal or external audit proceedings or upon request by a sponsor.
To report accurate statistics on sponsored program activity and funding inventory, OSP will serve as the central clearinghouse for sponsored programs. Reporting metrics may include total number of proposals submitted, total dollars requested, number of awards, value of awards, number and value of subcontracts, and research expenditures. Reporting data may be provided for use by parties such as the Scientific Advisory Committee, GHS units, GHS Health Sciences Center partners, GHS chief science officer, GHS leadership, and the Joint Board Liaison Committee. Other entities that may require reports from OSP include internal and external auditors, governmental agencies, prime sponsors and pass-through sponsors who are monitoring GHS as a subrecipient. Additional information will be made available for use in marketing efforts on behalf of the Research Division.
Managing sponsored programs successfully requires consistent treatment regarding government regulation, GHS policies, and sponsor guidelines, terms, and conditions. This applies to all sponsored programs. Costs must be charged under three criteria: allowability, allocability, and reasonableness. Guidance on the formation and management of sponsored programs rests with the United States Office of Management and Budget (OMB). The OMB Circulars define numerous criteria concerning sponsored programs, including classifications, funding mechanisms, cost definitions, and audit requirements. The Office of Sponsored Programs will review all proposals and monitor all awards for compliance and will build and implement a system of internal controls to satisfy internal and external audit requirements.