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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.

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

 

Last Updated: 7/5/07