Sponsored Programs Administration

A sponsored program is a project funded by external sources, such as government agencies, foundations, or private companies, to support specific research, training, or service activities. Unlike other types of funding (like donations or gifts), sponsored programs come with formal agreements that outline specific objectives, reporting requirements, and conditions for how funds can be used. The university, as the official awardee, must adhere to these stipulations, ensuring compliance and accountability throughout the project.

Please be aware that a Sponsored Programs Action Notification (SPAN) form should be submitted at least 30 working days in advance of external deadlines. This is the way to signal your intent to develop/submit an external funding proposal. The SPAN form is used for any of the following types of actions, among others: Proposals, Letters of Intent, Just in Time Requests; No Cost Extension; Requests for Preliminary Accounts; Modifications to Existing Awards; Supplements to Existing Awards; Annual or Final Financial/Technical Reports; and such agreements as MTAs, DUAs, or NDAs. 

SPAN Form

The UM Transmittal Sheet System (TSS) is the official university electronic routing system for the documentation of concurrence of named investigators/personnel and university officials with all plans and commitments contained in proposals for externally sponsored programs. Full proposals, internal forms, budgets and other documents related to externally funded sponsored programs must be in a complete state for final review and institutional approval, and shared via TSS with SPA no less than five (5) full University business days in advance of submission due date as defined by the university’s hours of operation. 

In addition to the direct costs charged to a grant, UM also recovers facilities and administrative indirect costs from the sponsors of externally-sponsored projects. These costs (also known as “overhead” costs), are calculated as a percentage of modified total direct project costs. UM’s negotiated indirect costs for on-campus projects can be found here. UM policy is to recover full indirect costs on all sponsored programs except where prohibited by explicit, public sponsor guidelines.

All proposals are reviewed by ORED SPA. They check for compliance with university and sponsor guidelines, and work with PIs to develop and submit compliant proposals.

Pre-Award Services

Once approved, the proposal is sent to the sponsor for evaluation. If the sponsor decides to fund the project, an award notice is issued to the university. ORED then coordinates with the Accounting Office to set up an account for managing funds, and the Principal Investigator (PI) can begin project activities.

Post-Award Management

Grants, contracts, and cooperative agreements are all forms of sponsored funding, but they differ in terms of purpose, oversight, and the relationship between the sponsor and the recipient.

1. Grant: A grant is financial assistance provided to support a project or activity. The sponsor sets general guidelines but allows the recipient (e.g., the researcher) more freedom to conduct the project as they see fit. Grants typically involve less direct oversight from the sponsor.
2. Contract: A contract is a formal agreement where the recipient is hired to deliver specific services or products. The sponsor has more control and oversight, with clear deliverables, deadlines, and conditions outlined in the contract. Failure to meet these conditions could result in penalties.
3. Cooperative Agreement: Similar to a grant, but with more active involvement from the sponsor. In a cooperative agreement, the sponsor and recipient work closely, with the sponsor often participating in or providing guidance on the project’s activities.

Each type of funding has specific expectations and levels of collaboration, which affect how the project is managed and reported.

Use the Transmittal Sheet to explain reasons, outline details, and obtain approval signatures for a budget revision on a previously submitted proposal.

If your project changes or you need to amend the budget, follow these steps:

1. Review Sponsor Guidelines: Check the terms of your agreement and the sponsor’s guidelines to understand what types of changes require approval (e.g., budget reallocations, scope changes).
2. Contact us: Reach out to us to discuss the changes. We can advise on the best way to proceed and whether the modification falls under the university’s "expanded authorities" or requires sponsor approval.
3. Submit a Request: Prepare a formal request detailing the proposed changes, including a justification for the budget amendment or project adjustment. Use the UM Prior Approval Form if sponsor pre-approval is required. [PDF]
4. Secure Approval: We will either approve the change internally (if allowed) or submit it to the sponsor for approval. 

The University must assure that all equipment purchases are necessary, beneficial and not duplicated. Prior to initiating the process of acquisition of major equipment items from federal funds, it is the responsibility of the department originating the purchase requisition to ensure that screening for idle or excess equipment is performed. 

If the equipment is not available either within the department or within the University, evidence of internal screening should be documented on the Non-Availability of Equipment form. The form should be forwarded to the University Federal Property Administrator as supporting documentation for the equipment purchase. The form should be completed and forwarded to ORED via Sponsored Programs Action Notification (SPAN) through the SPAN form.

Submit a Purchase Requisition to Procurement Services via SAP to initiate the purchase.  For further information, see the Procurement Services website. 

Account numbers are established by the Accounting Office after receipt of an award packet from ORED. The award packet includes a Notice of Funding Memo, copies of the fully executed award, Transmittal Sheet and budget. Accounting establishes the account and notifies the PI by email of the account number and amount. The Accounting Office can be reached by email at accounting@olemiss.edu. 

Financial reporting is handled by the Accounting Office with assistance from the PI/Department/School as necessary.

If the award budget includes the item, it is allowed.  If the award budget does not include the item, contact your RA to determine if prior approval is needed to purchase the item.

If you encounter challenges during your project, our SPA team is here to support you. We can provide guidance on compliance, budget adjustments, and help you overcome obstacles to keep your research on track.