Time with Office of Sponsored Programs

April 6, 2010

Topics: Business Policy 213 and OSP Updates

BPM-213: Adjustment of Income and Expense Items

Correction Policy – Any correction of income and/or expense items between

ChartFields should be made within two accounting periods (two months) after the end of the accounting period in which the original transaction posted.

– Applies to all income and both salary/wage and non-salary/wage expense transactions.

– Policy is organized into three different procedures that may be necessary to correct transactions; 1) salary and wage for sponsored programs activities (including cost share), 2) salary and wage for non-sponsored programs activities, and 3) income and non-salary expense items.

BPM 213 Correcting Salary and Wage for Sponsored Programs

• Payroll Correcting Entry-PCE – Costs must be allowable, directly benefit the project and represent

more accurate allocation than currently recorded.

– Document explanation of error and need for correction.

– Signed by employee, PI and Chair to request correction.

– If more than 60 days have elapsed between transaction and correction, Office of Academic Affairs will sign and then OSP will review, approve /disapprove and make correction if appropriate.

• If change in allocation is more than 5%, EVR must be changed , re-verified and submitted to OSP.

BPM 213

Correcting Income and Non-salary Expense Items

• Correcting Entry– Costs must be allowable, directly benefit the project and represent more

accurate allocation than currently recorded.

– Document explanation of error and need for correction.

– Signed by PI or authorized person responsible for the chartfield and Department Chair.

– If more than 60 days have elapsed between transaction and correction, OSP will review, approve and make correction.

BPM 213

Examples of improper and unallowable corrections:

• When a transfer is for the purpose of utilizing unexpended funds.

• When a transfer is for the purpose of avoiding or alleviating an overexpenditure.

• When a transfer is for the purpose of moving a cost that is unallowable on one project to another.

• When a transfer is for the purpose of circumventing award restrictions.

• When a transfer is for the purpose of reimbursing a temporary "loan" of funds from another sponsored project.

Pre-Award Updates

Submissions

24 hours in advance of submission deadline

Grants.gov-more than 24 hours

Budgets

Match budget to justification or vice- versa

Double check formulas-seeing several with errors

Pre-Award Updates

Staffing-Who’s Who

Michelle Smith

Diane Brown

Christie Wilson

Ryan Dodd

Melissa Chambers

Post Award UpdatesStaffing—Who’s Who

Kelly BowenDawn CliftSara LewisMendy KellLinda EvansMaria Shaub

Accountants/Sponsors

Questions