Processing Grants and Contracts

Most grants and all contracts and subcontracts issued to the University require signatures for both the sponsor and the University. In some cases, the University signature will have been provided when the proposal was submitted. The proposal then becomes a part of the grant document either directly or by reference.

Contracts generally are prepared by the sponsor as a result of a successful proposal, forwarded to the University for review, negotiation, and signature, and then returned to the sponsor for signature. Only the Executive Vice President and Chief Financial Officer or specifically designated alternate(s) can sign a contract in the name of the Regents. Faculty members may neither sign contracts nor accept grants in the name of the University.

After proposals have been accepted by the sponsor and an award is made to the University, the ORSP Project Representative compares the contract or grant documents with the proposal and with statements of University policies.

Some of the more important University policies that must be considered are identified in the Policies section. Any discrepancies between the contract or grant and the proposal or policies are called to the attention of the Principal Investigator and others in the project administration process.

Critical Items

Certain activities may require further registration/inspection/approvals by appropriate institutional committees for the certification of compliance with federal and state regulations. The establishment of a project/grant may be delayed until approvals are granted for the following activities:

Conflict of interest (COI)

Project Award Notice


The PAN is prepared by ORSP and sent to the Principal Investigator and serves to establish the account number for the sponsored project and any cost-sharing accounts required by the agreement.

Subaccounts and subcontracts:

Look at special considerations for equipment fabrication.