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Overview of Financial Management Activities

The OSP, as well as other administrative areas of the College, have developed policies and procedures to facilitate compliance with federal regulations and sponsor's policies.

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.

ActivityInitiated ByForm to Be CompletedTime FrameSubmit ToNotes
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    

Official repository of project documents

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

Last Updated: 8/7/12