The chart below has been developed as a quick reference tool. It presents an overview of the most common financial management activities a Principal Investigator will encounter. It does not go into any detail or attempt to explain the process and reasoning behind a particular policy. For an in depth review of each activity one must consult the appropriate narrative section of this manual.
| Activity | Initiated By | Form to Be Completed | Time Frame | Submit To | Notes | |
|---|---|---|---|---|---|---|
| Pre-award Spending | PI | Request for Acct # in Advance of Funding on non-competing renewals | Before official NOA is received | OSP |
Dept. is ultimately responsible for costs incurred Contact OSP |
|
| Prepare and Code Budget | OSP | Budget Template | When official sponsor NOA is received | Expenditure Types used are based on awarded budget categories | ||
| Set up Project File | OSP | None |
|
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| Initiate New Subawards | PI/Dept. Admin. | Department works with Pre-Award Grant Officer | Start of project, or when need is identified | OSP |
Requires Sponsor approval Contact OSP |
|
| Journal Entry | Dept. Grant Manager/Finance Center | Electronic SPUD Journal Form | Check with OSP | OSP |
If it is an original charge or qualifies as a Simple Reclassification (check with OSP) Contact OSP |
|
| Cost Transfer | Dept. Grant Manager/Finance Center | Complete Cost Transfer Form | Within award budget (within 90 days) | OSP |
Must have justification, date & signatures of PI(s) or equivalent and OSP signature along with adequate documentation (IRA Transaction Report, invoice, etc.) Contact OSP |
|
| Rebudget | Dept. Grant Manager | Letter or email request | As needed | OSP |
Prior approval by OSP or Sponsor, depends on the terms and conditions of the NOA Contact OSP |
|
| No Cost Extension | PI | Letter or No-Cost Extension Request Form | At least 30 days before project is due to end | OSP |
Prio approval by OSP or Sponsor, depends on the terms and conditions Contact OSP |
|
| Payroll Authorization | Dept. Grant Manager | Payroll Authorization Form | Monthly or Bi-Weekly | Finance Center | Based on sponsor approved budget, Dept. should contact their Finance Center for more information | |
| Labor Verification Report by Employee | OSP | Reviewed & signed by Employee | Annually due back to OSP within 30 days of receiving report | OSP | Contact OSP | |
|
Wage Transfer |
Dept. Grant Manager/PI/Finance Center | Wage Transfer Form | Monthly or Bi-Weekly (within 90 days) |
OSP
|
Based on sponsor approved budget. Contact OSP/Finance Center | |
| Tuition Remission | Dept. Grant Manager/PI | Tuition Remission Form | Per Term | OSP | Based on sponsor approved budget. Contact OSP | |
| Travel | Dept. Grant Manager/PI | Business Expense Reimbursement Form | Within 30 days of returning from trip | Finance Center |
See Dartmouth College Travel Policies Contact Finance Center |
|
| Cash Advances | Dept. Grant Manager/PI | Cash Advance Form | Date as agreed upon issued of cash advance | Cashier's Office |
See Dartmouth College Policies on Cash Advances Contact Cashiers Office |
|
| Supplies & Materials | Dept. Grant Manager/PI | Submit signed & dated invoices | Within 30 days of receiving invoice | Accounts Payable |
OSP staff monitor appropriateness of charges Contact A/P |
|
| Request for Payment | Dept. Grant Manager/PI | RFP to be paid | Accounts Payable |
Review list of items that need OSP's approval Contact A/P |
||
| MIPV | Dept. Grant Manager/PI | MIPV to be paid | Accounts Payable |
Review list of items that need OSP's approval Contact A/P |
||
| Invoices | Dept. Grant Manager/PI | Invoice to be paid | Accounts Payable |
Review list of items that need OSP's approval Contact A/P |
||
| Charged Services | Service Center | Submit service center journal | Monthly | Accounts Payable |
OSP staff monitor appropriateness of charges Contact Service Center |
|
| Consultant Fees | Dept. Grant Manager/PI | Submit signed & dated purchase order/Consultant/Independent Contractor Form | OSP approves if a PTA Account is involved then it is sent to Procurement Services for processing | OSP | Consultant/Ind. Contractor Form, Purchase Order. | |
| Capital Equipment | Dept. Grant Manager/PI | Submit signed & dated invoice | Within 30 days of receiving invoice | OSP |
See Dartmouth College Equipment Capitalization Policy Contact Fixed Assets Coordinator |
|
| Technical Reports | PI | As indicated in sponsor's NOA | As indicated in sponsor's NOA | Sponsor | Contact OSP for direction, if needed | |
| Financial Reports | OSP | As indicated in sponsor's NOA | As indicated in sponsor's NOA | Sponsor | Contact OSP | |
| Closeout of Award | OSP | Internal Procedures | OSP determined | Records Management |
Official repository of project documents Contact OSP |
