Prisma Health–Upstate (PHU) requires accurate, easily accessible and complete sponsored program records.
Office of Record
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. The Office of Sponsored Programs (OSP) will maintain a copy of:
- Notification of Intent to Submit form with approval signatures
- A copy of the submitted proposal
- Award notification
- Contract
- Revisions
- Amendments
- Reports
Reporting Entity
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:
- The total number of proposals submitted dollars requested
- Total dollars requested
- Number of awards
- Value of awards
- Number and value of subcontracts
- Research expenditures
Reporting data may be provided for use by parties such as the Scientific Advisory Committee, PHU units, PHU Health Sciences Center partners, PHU Chief Science Officer, PHU 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 PHU as a sub-recipient. Additional information will be made available for use in marketing efforts on behalf of the Research Division.
Compliance
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
- 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
- Audit requirements
The OSP 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.
