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 | PI & Dept. Grant Administrator | Internal NOA by OSP | When official sponsor NOA is received | PI & Admin | PI should verify budget setup based on approved budget | |
| Set up Project File | OSP | None |
|
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| Initiate New Sub-Awards | PI | Request for Sub-Award Form | Start of project, or when need is identified | OSP |
Requires Sponsor approval Contact OSP |
|
| Journal Entry | Dept/Admin. Area | Electronic SPUD Journal Form | As stated in terms of invoice | OSP |
Original charges only Contact OSP |
|
| Cost Transfer | PI | Complete cost transfer form | Within award budget (within 90 days) | OSP |
Must have justification, date & signatures Contact OSP |
|
| Rebudget | PI | As needed |
OSP |
Prior approval (OSP) or sponsor approval initiated Contact OSP |
||
| No Cost Extension | PI | Written or email request to OSP | At least 60 days before project is due to end | OSP |
May be able to approve or will pass on to sponsor Contact OSP |
|
| Payroll Authorization | PI | Payroll Authorization Form | Monthly or Bi-Weekly | Payroll | Based on sponsor approved budget Contact Payroll | |
| Labor Verification Report by Employee | OSP | Reviewed & signed by Employee | Annually (6/30) due back to OSP within 30 days | OSP | Contact OSP | |
| Labor Verification Report by Account | OSP | Reviewed & signed by PI | Annually - end of budget period due back to OSP within 30 days | OSP | Contact OSP | |
|
Labor Distribution/ Wage Transfer |
PI | Labor Distribution Form | Monthly or Bi-Weekly (within 90 days) |
OSP (Sec 2) Payroll (Sec 1) |
Based on sponsor approved budget. Contact OSP/Payroll | |
| Tuition Remission | PI | Tuition Remission Form | Per Term | OSP | Based on sponsor approved budget. Contact OSP | |
| Travel | PI | Travel & Entertainment Expense Voucher | Within 30 days of returning from trip | Cashier's Office |
See Dartmouth College Travel Policies Contact Cashiers Office |
| Activity | Initiated By | Form to Be Completed | Time Frame | Submit To | Notes |
|---|---|---|---|---|---|
| Cash Advances | 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 | 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 | PI | RFP to be paid | Accounts Payable |
Review list of items that need OSP's approval Contact A/P |
|
| MIPV | PI | MIPV to be paid |
Accounts Payable |
Review list of items that need OSP's approval Contact A/P |
|
| Invoices | 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 invoice | Monthly | Accounts Payable |
OSP staff monitor appropriateness of charges Contact Service Center |
| Consultant Fees | PI | Submit signed & dated purchase order | Submit signed & dated purchase order |
OSP | Consultant/Ind. Contractor Form, Purchase Order. Contact procurement Services |
| Capital Equipment | 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 |
| Final Technical Report | PI | As indicated in sponsor's NOA | As indicated in sponsor's NOA | Sponsor |
Send copy to OSP Contact OSP |
| Final Financial Report | OSP | As indicated in sponsor's NOA | As indicated in sponsor's NOA | Sponsor |
Added to project file Contact OSP |
| Closeout of Award | OSP |
Internal Procedures | OSP determined | Records Management |
Official repository of project documents Contact OSP |
