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Office of Sponsored Projects

Hinman Box 6210
11 Rope Ferry Road #6210
Hanover, NH 03755
Phone: 603-646-3007
Fax: 603-646-3670
Email: sponsored.projects@dartmouth.edu

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  Department Grant Manager

Advance Account Request Form

Before official NOA is received Sponsored Research Manager

Dept. is ultimately responsible for costs incurred

Contact OSP

Prepare and Assign Expenditure Type Budget Categories Sponsored Research Manager (in most instances) Budget Template When official sponsor NOA is received Sponsored Research Manager

Expenditure Types used are based on awarded budget categories

Account Statement (OGA IRA Report) Dept. or OSP Run pertinent OGA IRA Report  Monthly SRM/DGM

Monitor Financial Activity of the project.

Initiate New Subawards DGM Subaward Budget Template Start of project, or when need is identified SRM

Might Require Sponsor approval

Contact OSP

SPUD Journal Entry Dept. Grant Manager/Finance Center Electronic CJE001 SPUD Journal Form, completed forms needs to be attached to an OnBase Request Form As Needed SRM

If it is an original charge or qualifies as a Simple Reclassification (check with OSP)

Contact OSP

Cost Transfer SPUD Journal Entry Dept. Grant Manager/Finance Center Complete CTX001 SPUD Journal Cost Transfer Form, completed form needs to be attached to an OnBase Request Form Within 90 days of the original transactions GL Transferred Date SRM

Must have justification, date & appropriate approvals

Rebudget Dept. Grant Manager Email request to SRM Prior to rebudgeting SRM

Prior approval by OSP or Sponsor, depends on the terms and conditions of the NOA

Contact OSP

No Cost Extension PI/DGM Letter or No-Cost Extension Request Form At least 30 days before project is due to end SRM

Prior 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 PI approves all non-faculty employees reports, PI approves their own reports and faculty approves their own reports Due back to OSP within 30 days of receiving report OSP

Contact OSP

Wage Transfer Dept. Grant Manager/PI/Finance Center Wage Transfer Form OnBase Request Form Needs to be submitted within 90 days of the original GL transferred date SRM

Based on sponsor approved budget.

Contact OSP/Finance Center

Tuition Remission Dept. Grant Manager/PI Tuition Remission Form Per Term SRM

Based on sponsor approved budget.

Contact OSP

Travel Dept. Grant Manager/PI I-Expense Form for Dartmouth Employees, Business Expense Reimbursement Form for Dartmouth students and non-Dartmouth employees 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 Finance Center

OSP staff monitor appropriateness of charges

Contact Finance Center

Request for Payment Dept. Grant Manager/PI RFP to be paid   Finance Center

Review list of items that need OSP's approval

Contact Finance Center

MIPV Dept. Grant Manager/PI MIPV to be paid   Finance Center

Review list of items that need OSP's approval

Contact Finance Center

Invoices Dept. Grant Manager/PI Invoice to be paid   Finance Center

Review list of items that need OSP's approval

Contact Finance Center

Charged Services Service Center Submit service center journal Monthly Service Centers can upload their own journals

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 Procurement Services

Consultant/Ind. Contractor Form, Purchase Order.

Capital Equipment Dept. Grant Manager/PI Submit signed & dated invoice Within 30 days of receiving invoice SRM

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: 3/13/17