| 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
|
|
|
Official repository of project documents
|
|
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 30 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 Coord.
|
|
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 Manage-ment
|
Official repository of project documents
Contact OSP
|
