Key Documents for UVA Departmental Sponsored Program Files
Item
Final Proposal (include RFP)
Notice of Award/Award Modifications
Subaward contracts/budgets/copy of
SP30
Subaward invoices
Effort Reports
Procurement Documents1
Internal Service Provider Invoices
Petty Cash
Travel Workbooks/Receipts
P-Card Logs
Participant records
Technical Reports
Financial Reports
Cost Share
Internal Budget (e.g. modular)
Monthly reconciliations2
Other action documents (SP-23s,
expiration notices, closeout checklists,
etc.)
Responsibility for maintaining
document (in case of review)
OSP
OSP
OSP
PAPER copy required?
Department
No-but keep PI correspondence as
documentation of approval to pay
No
As needed only – some will be paper,
e.g., packing slips
ITS maintains Effort@
ITS – integrated System
Accounts Payable maintains originals
Accounts Payable maintains originals
Log plus documentation maintained at
Department
Department
Department
OSP
Department
Department
ITS – Recon@
Department
No
No
No
No
No
Required (log and receipts)
Required unless in system
No
n/a
If appropriate
No
Required-any items not documented
within Integrated system (PI
signature page if opt-out)
No
1Image
copies of invoices are available for up to 90 days on invoice lookup; invoice data available in the Accounts
Payable module in the Integrated System
2If
recon documentation files will be too large, separate the documentation into a clearly labeled separate file,
and keep with the sponsored project file folder.