Grants & Contracts Accounting

The Grants and Contracts Accounting Office serves as a critical steward of the university’s externally funded research and sponsored programs. Our mission is to ensure the highest standards of financial accountability, regulatory compliance, and operational excellence in the administration of grants and contracts.

As the sole office responsible for invoicing, financial reporting, cash receipting, and audit coordination for all sponsored funding, GCA provides centralized oversight and expert guidance to support the university’s research enterprise. Through rigorous financial management, timely reporting, and collaborative engagement with faculty, staff, and external sponsors, we safeguard institutional integrity and promote responsible use of public and private research funds.

OUHC Streamlined Routing for Services on Sponsored Funds

The Office of Research Administration (ORA), in collaboration with the Office of Procurement and Grants and Contracts Accounting (GCA), has developed a streamlined routing process for service purchases supported by sponsored funds. This clarified process reduces duplicate routing through SoonerTrack and PeopleSoft.

Effective July 1, 2026, the scope of work will determine the routing path:

    · If the scope reflects a routine good or standard service, the transaction generally requires a requisition only.

    · If the scope includes specialized expertise, professional judgment, scientific input, consulting, expert     analysis, subrecipient activity, or OU-  Health services on a sponsored project, both a requisition and a        SoonerTrack Request Form are required.

Examples of routine goods and services: supplies, equipment, software, subscriptions, reagents, animals, and other off-the-shelf products, as well as standard laboratory testing, sequencing performed to OU-provided specifications, equipment maintenance, transcription and translation services, printing, routine IT support, and standard data entry services.

If a SoonerTrack Request Form has been submitted for a transaction that does not require ORA review, the department may be asked to withdraw the form from SoonerTrack.

Conversely, if a requisition is submitted and the statement of work appears to require ORA review, Procurement will consult with ORA before proceeding. If ORA review is determined to be necessary, the department will be instructed to submit a Request Form through SoonerTrack.

Please refer to the routing decision guide to determine when SoonerTrack routing is required.

We hope this revised process will reduce administrative burden and expedite routine purchases made with sponsored funds. Additional guidance and resources will be provided in the coming weeks