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Sponsored Project Updated: 05.09.2025 Created: 12.21.2020 A sponsored project is an externally funded activity governed by terms and conditions specified in a written agreement between the sponsor (e.g., a federal agency, a foundation or a corporation) and an entity such as Stanford University. The sponsored agreement (referred to by many sponsors as the award) is the legal instrument that binds the University to perform the Statement of Work under the direction of a PI (principal investigator) and further specifies the level of funding. See RPH 13.1  Gift vs. Sponsored Projects and …

Statement of Work (SOW) Updated: 05.09.2025 Created: 12.21.2020 The Statement of Work (SOW) describes the what, why, how, and when of the research project. It shows how the project relates to the sponsor’s purpose and goals. For the proposal to succeed in peer review, it must win over the assigned reviewers. The application has two audiences: a small number who are familiar with the field, and the majority of reviewers who are probably not familiar with the proposed research techniques or field. All reviewers are important because each reviewer gets one vote. The proposal should be written …

Subrecipient Updated: 05.09.2025 Created: 12.21.2020 A subrecipient is a non-Stanford entity that expends awards received from Stanford to carry out a portion of Stanford's programmatic effort under a sponsored project. There must be an arms-length relationship between Stanford and its subrecipients. In keeping with this requirement, the subrecipient may not involve an individual who is also a direct beneficiary of such a program at Stanford, the sponsor, or a higher-tier subrecipient. The subrecipient may be another educational institution, an independent laboratory, a foundation, a …

Administrative Salaries Updated: 05.22.2025 Created: 12.21.2020 Salaries of clerical and administrative personnel may not be charged directly to federal project unless the effort is proposed as integral to the project and justified.  Administrative salaries can be charged to nonfederal project if the effort benefits the project. Some nonfederal sponsors may prohibit charging administrative salaries. Related Topics Proposing and Charging Administrative Expenses Uniform Guidance: Concepts That Have …

Award Terms and Conditions Updated: 05.09.2025 Created: 12.21.2020 Each award notice specifically identifies certain conditions that are applicable to, and become part of, that award. The full text of award conditions are often not listed in the award notice, and rather are linked to and available electronically on the sponsor's …

Capital Equipment Updated: 05.13.2025 Created: 12.21.2020 Unless otherwise specified by the sponsor terms and conditions, assets are defined as capital equipment by Stanford when the following three criteria are met. Cost is $5,000 or greater Useful life of more than one year, and It is an individual, stand-alone, moveable, tangible item Related Topics Capital …

Cost Sharing Updated: 05.09.2025 Created: 12.21.2020 Cost Sharing is the portion of total allowable, allocable, and reasonable [direct and indirect] costs of a sponsored project not paid for by the sponsor and are instead borne by the institution [Stanford] or third party.  Mandatory Committed Cost Sharing Is imposed by a sponsor as a condition of the award. It is quantified in the proposal and it is legally binding if the project is selected for funding.  This commitment must be tracked in the accounting system as cost sharing.   A mandatory cost share requirement should always be stated in …

Facilities and Administrative Costs (F&A) Updated: 05.09.2025 Created: 12.21.2020 F&A (Facilities & Administrative) costs are related to expenses incurred in conducting or supporting research or other externally-funded activities but not directly attributable to a specific project. Federal agencies use different terms to describe these costs. The terms F&A costs and IDC (Indirect Costs) refer to the same thing. F&A rates are established in accordance with federal policy. They are negotiated between Stanford and ONR (Office of Naval Research), the cognizant federal agency overseeing the …

Fabrication Updated: 05.13.2025 Created: 12.21.2020 Equipment fabrication: a unique individual piece of equipment, or scientific instrument built by Stanford personnel not a vendor or subcontractor. The completed fabricated product must meet the criteria listed for capital equipment and the fabrication criteria listed in the  Property Management Manual 2.6 Fabrication …

Federal Acquisition Regulation (FAR) Updated: 05.22.2025 Created: 12.21.2020 FAR (Federal Acquisition Regulation) sets forth the terms and conditions for Federal contracts. …