Know and understand the award terms and conditions. Communicate restrictions
or special terms to the appropriate parties to ensure compliance.
Plan expenses for salaries and other costs in accordance
with the award budget and project timelines. Ensure that all established
schedule lines for salaries and requisitions for costs reflect the project plan
and actual work to be performed.
Routinely monitor expenses throughout the life of
the award to ensure expenses are posted to the correct accounts and expenditure
types. Only costs allocable and allowable to the project are to be posted
to the account.
Make any adjustments to costs timely and in accordance
with the institutional cost transfer policy. Cost overruns should be resolved
Within the last 90 days of the award period review
all incurred and planned expenses to determine if project deliverables will be
completed on time. If additional time will be necessary please contact the
Office of Sponsored Programs as soon as possible.
Within the last 30 days of the award review
all expenses and remaining obligations to make sure costs are allowable, allocable
and in compliance with the award terms and conditions. Cancel any remaining
Remember that all costs incurred in the last 30
days of an award period are subject to additional scrutiny by external auditors.
Any issues or concerns regarding costs in the last 30 days should be communicated
to Sponsored Research Accounting unit of Financial Services.
Know the award closeout dates and timelines.
Typically 90 days are allowed for closeout of an award but some sponsor may have
shorter timelines for final billings or deliverables.
Retain and store supporting documentation in an
organized manner in order to provide upon request.
When in doubt, contact the Sponsored Research Accounting unit of
Financial Services 304.293.4002.