Legally, sponsored programs are liabilities of the university. They represent the consequence of a bona fide offer (the proposal) extended to and accepted by an outside entity (the sponsor). Sponsored program awards come in the form of grants, cooperative agreements, and contracts.
- Grant - is a funding instrument through which the sponsor is a patron of the project.
- Cooperative Agreement - implies substantive mutual interaction between the sponsor and the award recipient.
- Contract - is the vehicle for procurement of property or services (e.g., drug development, research and development services, evaluation, training, etc.).
The Office of Sponsored Programs (OSP) accepts sponsor funds on behalf of the university and the researcher. Until OSP completes the necessary administrative tasks (negotiating award terms, establishing the project account, and returning signed agreement to the sponsor if necessary), the award is not legally accepted, and costs may not be incurred. If a principal investigator is notified by a sponsor of an award, the agreements and any other documentation should be sent to the sponsored program officer.
While the principal investigator is the initiator of all actions related to the sponsored project, the Office of Sponsored Programs, academic unit, and other university staff are available to provide assistance. If any administrative problems arise during the life of a sponsored research agreement, the principal investigator should contact the sponsored program officer as early as possible.
Authorized Signature
The Ohio State University Office of Sponsored Programs is authorized to accept awards and agreements for sponsored programs resulting from proposals submitted through OSP on behalf of Ohio State and Ohio State researchers. Any document requiring an official signature must be signed by an authorized representative of the Office of Sponsored Programs. Principal investigators are not authorized to sign agreements on behalf of the university.
Preliminary Grant Numbers
After a sponsored agreement has been accepted, the Office of Sponsored Programs assigns an award and grant number, and spending can begin. However, there are some situations in which assigning a grant number – called a preliminary grant number - before all of the award paperwork is completed can be helpful for effective project management and minimizing the need for cost transfers. Circumstances where a preliminary grant number might be useful include:
- Allowing PI to order equipment with a long lead time
- Enabling a department to post positions to start staffing the project
- PI is bringing the award from another institution
- Funding will come as a subaward from another institution
- Agreement negotiation is expected to be delayed, but the PI is beginning work on the project
Note that sponsor approval may be required for such pre-award spending.
Preliminary grant numbers are assigned after OSP receives a completed Authorization for Expenditures/Commitments in Excess of Funds Available (OGC-005) form. By approving the form, the principal investigator’s department is agreeing to accept responsibility for any costs incurred if, for some reason, the award is not made, or pre-award costs are disallowed. Departments may wish to set a limit on the pre-award costs they will authorize, in which case they may enter that limit in the "Anticipated Total Budget" field on the form.