2.7 Advance Project Number

Additional Resources: 

Policy No: RESEARCH 2.7  
Type of Policy: Administrative
Effective Date: October 2013    
Last Revised: October 2013

Policy Owner: OSP
Policy Contact: Duane Hutchison, Director of Sponsored Programs, Duane.Hutchison@osp.gatech.edu

1. Policy Statement

The Georgia Tech Advance Project Number Policy permits the establishment of an account to which expenses may be charged on behalf of an anticipated program prior to receipt of a grant or execution of an agreement, but only when there is strong evidence a proposed sponsor intends to fund the project and will recognize that funds will be expended in advance of the final agreement start date. In general, only charges incurred within 90 days of the start date of the project will be recognized by federal sponsors.

All Advance Project expenditures are guaranteed by the department>.

Once issued, the Advance Project Number will become the Project Number and stay with the project throughout its life and will not change.

All expenses charged to an Advanced Project must be for costs that will be allowable when the agreement is finalized.

2. Scope

This policy applies to all Georgia Tech faculty and staff members.

3. Procedures

3.1 Advance Project Number Requests
Advance Project Number Form Requests for an Advance Project Number are submitted to the Office of Sponsored Programs on a Request for Advance Project Number Form.
Submission of Advance Project Number Form to OSP Upon receipt of the completed request for an Advance Project Number, the OSP Contracting Officer will obtain confirmation that the sponsor intends to authorize the work, negotiate contract terms and conditions in good faith, and that the agreement effective date has been established such that any advance project charges will be allowable and recoverable from the sponsor.
Approved Request for Advance Project Number Form OSP will distribute copies of the approved Request for Advance Project Number Form, which includes the following information:
  • the project number assigned
  • the amount of advance funding authorized
  • the approved advance project time period

4. Forms

Title Link
OSP Advance Project Number Form http://www.osp.gatech.edu/forms-library/

5. Related Information

Resource Link
OSP Form Library http://www.osp.gatech.edu/forms-library/

6. Policy History

Revision Date Author Description
1-2-2014 OSP Rev 1.0