Policies & Compliance
- Research Conduct
- Combatting Human Trafficking
- Federal Disclosure Requirements
- Research Handbook
- 1. Roles & Responsibilities
- 2. Standards for Conduct of Research
- 3. Overview of Sponsored Projects Administration
- 4. Funding Sources & Opportunities
- 5. Proposal Development
- 6. Budget Development
- 7. Procedures for the Submission of Proposals
- 8. Award Acceptance
- 9. Award Management
- 10. Research Related Regulations, Policies & Procedures
- 11. Other Conduct of Research Issues
- 12. Acronyms & Definitions
- 13. Glossary
- Procedure Library
- Regulations Library
Research Related Regulations, Policies & Procedures
10.3 Purchases Funded by Sponsored Projects
The University's Purchasing Department is responsible for the procurement of equipment, supplies, and services funded by sponsored projects. Purchasing supports academic and administrative units by facilitating the timely acquisition of goods and services, promoting competitive pricing, and ensuring compliance with University policy and applicable state and federal procurement requirements.
All purchases funded by sponsored projects are subject to review to ensure consistency with University procurement rules and sponsor requirements. Purchasing determines whether competitive bidding, quotations, or sponsor approval is required based on the nature, cost, and funding source of the purchase.
Procurement Thresholds and Competitive Requirements
Procurement actions must comply with applicable State of Utah and University procurement thresholds, including:
- Purchases exceeding state-defined competitive thresholds generally require public advertisement and competitive bidding, except in documented emergencies;
- Quotations are typically required for purchases above established discretionary limits; and
- Sole-source or restricted procurements must be appropriately justified and approved in accordance with University policy.
These requirements apply equally to sponsored and non-sponsored funds unless a sponsor-approved exception applies.
Sponsored Project Compliance Considerations
When purchases are charged to sponsored projects, additional considerations apply to ensure sponsor compliance and audit defensibility. Procurement reviews help confirm that:
- Sufficient funds are available in the approved project budget category;
- The purchase is allowable, allocable, reasonable, and necessary for the sponsored project;
- Timing of the purchase is appropriate relative to the project period and scope of work; and
- Any special sponsor requirements or approvals (e.g., for capital equipment, consultants, or subawards) have been obtained prior to commitment.
Purchases for restricted cost categories - including capital equipment, consultants, subawards, or other specially regulated expenses - may not be initiated unless they are expressly permitted by the award terms, budget, or applicable expanded authorities.
All equipment and supplies purchased with sponsored funds must demonstrate a clear and direct benefit to the project charged.
Purchases from Related Organizations
An organizational unit of the University may purchase goods or services from a related organization under a sponsored award or subaward only when such purchases comply with:
- University procurement policies (including Policy 3-100: University Procurement);
- Applicable sponsor and federal regulations; and
Additional requirements established by the Purchasing Department to manage and mitigate potential organizational conflicts of interest.
