3.10.5 Control of sponsored research/external funds

The institution maintains financial control over externally funded or sponsored research and programs.

Judgment of Compliance

Compliance

Narrative of Justification

The College maintains financial control over externally funded or sponsored research and programs.  These funds are governed by the same policies and procedures as any other institution fund. (See General Accounting Policies and Procedures, Cash Disbursements Policy)  All costs to be paid by both federal and externally funded programs flow through the Sponsored Programs Office and Business and Finance before disbursements are made.  These departments assist the university by reviewing grant proposals before they are funded, monitoring grants when the awards are funded, and overseeing the required reporting to both federal and private agencies.

All requisitions must be prepared on the Purchase Requisition form and signed by the Project Director before being sent to the appropriate area Vice President. The Vice President signs-off indicating approval of the expenditure. The Sponsored Programs Director verifies that the request is an allowable expenditure and that the dollars are available in the budget. Purchase Requisitions are then forwarded to the Purchasing Office.  Check requests and travel requests are sent to the Business and Finance Office.  All copies of processed requisitions and requests are filed in the Sponsored Programs Office. (Purchase Requisition Example )

Institutional policy dictates that invoices will not be honored unless a purchase order number has been secured prior to the order.  All invoices must show a purchase order number which is secured before the order is officially made.  Neither the Office of Sponsored Programs nor any unit of the Business and Finance Office will sign-off or make payment on any orders made without a purchase order number. 

 Annually the federal and sponsored programs are subjected to OMB Circular A-133 Single Audits. (See A-133 Audit, FY 2005, FY 2006, FY 2007).

Supporting Documents

SOURCE	LOCATION/Special Instructions
Cash Disbursements Policy	Office of Business and Finance
FY 2005-A-133 Audit Report	Office of Business and Finance
FY 2006 A-133 Audit Report	Office of Business and Finance
FY 2007 A-133 Audit Report	Office of Business and Finance
General Accounting Policies and Procedures	Office of Business and Finance
Purchase Requisition Example	Office of Business and Finance