GCAS Policies and Procedures

There are a number of policies related to research, grants, and contracts at GW. Each of the policies has been created to ensure compliance with all applicable laws and must be adhered to by our GCAS staff and customers.

  • Audit Notification Policy
    Policy regarding the parameters of information sharing with any person claiming to be an auditor unless a working relationship has been established and the identity confirmed by the Compliance & Privacy Office.
  • Award Management and Closeout Policy
    Policy regarding the responsibility to accurately close out sponsored programs in a timely manner.  This involves documenting and assuring fulfillment of all terms and conditions of the award, the collection of outstanding accounts receivables, and the distribution of residual funds. 
  • Cost Sharing on Sponsored Projects
    Policy regarding the prohibition of cost sharing on federal sponsored agreements unless it is required by federal statute.  If cost sharing is allowed, costs must be verifiable, necessary, reasonable for the project objective, and allowable. The policy deals with cost allocation to sponsored agreements and what is needed if there are errors in the allocation of costs, and applies to all agreements with both federal and non-federal sponsors under the federal cost principles/administrative regulations set forth in the Code of Federal Regulations.
  • Cost Transfers on Sponsored Projects
    Policy regarding cost allocation to sponsored agreements and what is needed if there are errors in the allocation of costs.  This policy applies to agreements with both federal and non-federal sponsors.
  • Direct Charging of Administrative Costs Associated with Sponsored Projects
    Policy regarding adherence to the restrictions and requirements of OMB A-21, and applicable federal regulations when charging Administrative Costs directly to federally sponsored projects.
  • Effort Reporting
    Policy stating that the university will maintain an effort reporting system and obtain effort confirmation from employees in compliance with federal regulation. This pertains to employees who are compensated by sponsored research funds or involved with the administration of sponsored agreements.
  • Identification and Treatment of Unallowable Costs
    Policy regarding OMB A-21, which identifies costs that are “unallowable” and that shall not be charged to federally sponsored projects.  GW personnel responsible for administering federally funded agreements should be familiar with the categories of costs that are generally unallowable.
  • Interdepartmental Service Centers and Recharge Centers Policy
    Policy providing faculty and staff information and guidance on the allowability of interdepartmental charging for goods and services.
  • Implementation Guidelines for Establishing Service Centers and Recharge Centers Charging Sponsored Projects
    Departments providing services are responsible for determining the need for a Service Center or Recharge Center and for maintaining appropriate records. Detailed guidance for Establishing a Service Center, Service Center Rate Computation, and Recharge Center Rate Computations is set forth in the implementing procedures..
  • Managing Program Income Generated on Sponsored Projects
    Policy regarding parameters that will help recipients of sponsored funding comply with the requirements of OMB A-110 while handling income earned by the recipient of a sponsored award directly generated by a supported activity or earned as a result of the award.
  • Record Retention Policy
    Policy requiring that records be managed in a systematic and logical manner, consistent with applicable law, according to plans developed by the departments that maintain those records.
  • Categorization of External Funding
    The policy identifies and categorizes funding received from sources outside the university (external funding) and identifies specific criteria for each category including authorized signatures.
  • Sub-Recipient Monitoring Policy
    Policy providing guidance on determining a subrecipient, pre-qualification of subrecipients, and post-award subrecipient monitoring.