Financial Management of Research

Principal investigator:

  • Determines financial charges that are allocable to the sponsored project
  • Attests to the allowability and reasonableness of all expenditures when initiated
  • Reviews and approves/resolves monthly/quarterly accounting statements
  • Responsible for completion, accuracy and timeliness of technical reports
  • Responsible for hiring/assignment of personnel on project
  • Initiates and approves subcontract agreements and payments
  • Participates with department/center financial administrative officer in process of documenting cost sharing/matching costs.
  • Initiates requests for re-budgeting of costs on the project
  • Initiates and proposes resolution of any cost overrun occurring on the project
  • Identifies and allocates any program income
  • Ensures compliance with all applicable financial regulations and University of Utah policies and procedures by project personnel and reports instances of non-compliance
  • Participates in training in financial administration as necessary; ensures that relevant project personnel participate in training in financial administration as necessary

Other research personnel:

  • Comply with all applicable financial regulations and University of Utah policies and procedures
  • Report instances of non-compliance
  • Participate in training in financial administration as necessary

Department/center/project financial officer:

  • Reviews financial transactions on sponsored programs to ensure that
    • The transaction occurs within the project period
    • The cost of the transaction is reasonable
    • The transaction represents a reasonable allocation of the cost
    • Funds are available in the sponsored program to support the transaction
    • The transaction is treated consistently with regard to direct/indirect cost purposes if the transaction occurs on a federal project
  • Prepares and/or approves financial, human resources and other documents for sponsored projects in the following areas:
    • Cost sharing/matching
    • Provides or maintains local databases or files to support sponsored project activities
    • Prepares documents and provides information for appointment of individuals to sponsored projects
    • Processes financial transactions and reviews and analyzes financial reports for sponsored projects
    • Assigns correct account codes, provides information and processes purchase documents
    • Prepares and initiates processing of cost sharing/matching documents
    • Prepares documents and provides information for re-budgeting
    • Prepares requests for cost transfers and forwards to Research Accounting
    • Provides information and prepares documents to resolve project cost overruns
    • Processes documents to record program income
    • Prepares documents and provides information for compliance with effort reporting policy
    • Provides information for interim and final financial reports
    • Provides information for closing documents
  • Serves as an advisor to the Principal Investigator on financial/administrative matters
  • Responsible for the development and administration of service center rates
  • Reports instances of financial non-compliance with applicable regulations and University of Utah policies and procedures

Department chair/center director:

  • Assures that PI and departmental/center financial administrative officer follow sponsor and University of Utah policy and guidelines for proposal preparation, review, approval and submission
  • Reviews and approves proposed research activities for compatibility with academic mission
  • Reviews and approves planned and actual allocation of faculty time and effort
  • Maintains local oversight for the allowability and reasonableness of all project expenditures
  • Oversees all re-budgeting activities on sponsored projects
  • Provides oversight on all aspects of program income
  • Provides oversight on the implementation of University and federal financial policies and regulations at the department/center level
  • Ensures financial compliance with applicable regulations and University of Utah policies and procedures for sponsored projects within the department/center and reports instances of non-compliance
  • Negotiates transfer of equipment with PI leaving the University
  • Negotiates changes in stewardship of primary data
  • Promotes University research grants management compliance efforts and programs in the department/center

Deans office/designee:

  • Provides guidance in sponsored project matters that cannot be resolved at the department level
  • Approves equipment transfers for PIs leaving the University
  • Approves changes in stewardship of primary data
  • Approves sources of cost sharing/matching funds
  • Provides local oversight for federal costing regulations such as correct identification of costs as direct or indirect costs
  • Promotes University research grants management compliance efforts and programs in the school/college

Executive administration:

  • Oversees policy formulation in the following areas:
    • Matters relating to direct and indirect charging on sponsored projects
    • Effort reporting on sponsored projects
    • Cost sharing
    • Re-budgeting on sponsored projects
    • Recording and disposing of program income
    • Cost transfers
    • Record retention
  • The Vice President for Administrative Services is responsible for matters of policy regarding financial services and operation of the Departments of Governmental Accounting and Research Accounting
  • Promotes University research grants management compliance efforts and programs

Conflict of Interest committee: N/A

Environmental Health and Safety, Department: N/A

Governmental Accounting and Support Services:

Research Accounting

  • Administer post-award accounting
  • Share responsibilities with OSP for formulation, implementation and interpretation of policies regarding allowable costs
  • Prepare invoices and letter of credit draws to sponsors on a timely basis
  • Prepare financial reports for federal agencies as required
  • Prepare interim and final financial reports in coordination with departments
  • Pre-audit certain financial transactions to ensure compliance with applicable regulations
  • Perform risk analysis for certain categories of expenditures to ensure compliance with applicable regulations
  • Identify reportability of program income
  • Monitor levels of program income
  • Provide institutional oversight on cost transfers
  • Process payments of approved subcontractor invoices
  • Approve or recommend approval of carry-forward of unexpended funds
  • Resolve payment problems with sponsors

Governmental Accounting

  • Administer Effort Certification (PARs)
  • Prepare and negotiate F&A Rate
  • Monitor sub-recipients
  • Monitor Service Recharge Centers
  • Assist with the development of Service Recharge Center rates
  • Provide first line of contact and coordinate financial audits of Sponsored Awards

Property Accounting

  • Administer Property System
  • Record acquisitions and retirements
  • Monitor inventory

Surplus

  • Administer University Surplus system

Institutional Animal Care and Use Committee / Animal Resource Center: N/A

Institutional Review Board: N/A

Office of Internal Audit:

  • Provides information, analyses, and counsel to assist management in ethically, effectively, and efficiently fulfilling their management responsibilities
  • Examines, assesses and reports on accuracy and efficiency of system
  • Recommends, as necessary, actions to improve: automated and manual systems of processing revenues and expenses, financial reporting, compliance with laws, regulations and internally developed policies and procedures and the safeguarding of assets

Radiological Health, Department: N/A

Institutional Biosafety Committee: N/A

Office of Sponsored Projects:

  • Shares with Governmental Accounting the formulation, implementation and interpretation of policies regarding allowable costs
  • Completes Project Information Sheet upon receipt of award documentation and forwards to Research Accounting for chartfield assignment
  • Copies Principal Investigator on award document(s) and assists them with procedural management of active research projects (pre award, financial, prior approvals, reporting, and regulatory compliance issues)

Technology Transfer Office: N/A