Following is a brief overview of accounting
processes and oversight responsibilities for awarded grants and contracts.
Notice of grant awards, award letters, or fully executed agreements should
be directed to the Sponsored Programs Office to initiate accounting and
other grant/contract administrative processes.
Sponsored Programs
Responsibilities
-
Establishes accounting records (grant and
fund number) within Banner
-
Establishes grant/contract budget based on
the notice of award
-
Forwards copy of account set-up to PI
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Reviews grant and contract check requests
and invoices
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Prepares permitted adjustments to grant
accounts as required
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Prepares grant/contract bills and ensures
revenue is received
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Prepares and submits all financial reports
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Reminds PI of technical reporting
requirements
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Periodically reviews accounts for compliance
with sponsor budget guidelines
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Reviews modification requests for grants or
contracts and obtains Institute approval
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Maintains records in accordance with sponsor
guidelines
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Ensures proper close-out of awards
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Principal Investigator Responsibilities
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Agrees to all sponsor terms and conditions
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Works with Sponsored Programs to ensure
compliance with terms and conditions
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Ensures expenditures are allowable,
reasonable, and appropriate to the project
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Manages expenditures not to exceed available
award balance
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Approves payment for subcontractor invoices
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Prepares technical reports and provides
other deliverables as required
-
Consults Sponsored Programs if it becomes
necessary to change:
Award Period
Financial and technical reporting
requirements
Scope of project
Involvement of animals or human subjects
Principal Investigator
Performance site(s)- subcontract
Project Budget
Level of Effort of key project
personnel
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Processing Invoices and Purchase Orders
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PI must authorize (sign) all invoices and
POs charged to a grant/contract
-
Invoices charging a grant/contract
account submitted to Sponsored Programs by 10:00 a.m. on
Monday will be paid the following Friday
-
PI may authorize support staff to place
purchase orders against a grant account by notifying Sponsored Programs
(email is accepted)
-
See the
RHIT
Purchasing Policy and Procedures
for assistance with PO creation
and payment processing questions
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Accessing Budget Data via Banner Web
-
PI may authorize support staff to have query
access to non-salary expenditure data by notifying Sponsored Programs
(email is accepted
-
PI may check grant/contract account balance
and expenditure detail via the
Banner Web
-
Follow the link "Finance" and then "Budget
Query". On-line help text appears on each web page to assist with
queries
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Remember that all data returned via the web
for grants/contracts is project inception to date rather than year to date
-
For assistance with web queries users may
either refer to
Web Training Document
or
contact Sponsored Programs
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