Items Requiring Approval by the Office of Sponsored Projects

Requests for Payment

All Request for Payments charging PTAEO Accounts over $5,000 need to be approved by OSP before being sent to Accounts Payable.

Miscellaneous Income Payment Vouchers

All Miscellaneous Income Payment Vouchers charging PTAEO Accounts over $5,000 need to be approved by OSP before being sent to Accounts Payable.

Consultant Payments

Each Independent Contractor/Consultant Form which is being paid on a PTAEO Account must be approved by OSP before being sent to Procurement Services, regardless of dollar amount. (contact Procurement Services Department to find out the whole process in paying Independent Contractors/Consultants).

Invoices

All Non-Oracle processed invoices and Capital Equipment expenditures charging PTAEO Accounts over $5,000 need to be approved by OSP before being sent to Accounts Payable. All procurement requisition forms over $5,000 need to be approved by OSP.

Labor Account Distribution Change & Wage Transfer Form

If filling out the Wage Transfer section of this form and it involves a PTAEO Account, this form needs to be approved by OSP before being sent to the Payroll Office. If just filling out the Labor Account Distribution Change section of this form, this form can be sent directly to the Payroll Office after obtaining appropriate signatures. If the distribution change involved a PTAEO Account, the Payroll Office will send OSP a copy after they have processed. All wage transfers need to be made within 90 days.

Cost Transfers

All Cost Transfers involving a PTAEO Account, must be sent to OSP for approval and processing. Excel version of Cost Transfer SPUD Journal needs to be emailed to PTAEO Processing, then a paper copy of Cost Transfer needs to be signed by Principal Investigator, Fiscal Office and then OSP. After OSP approves the paper copy of the Cost Transfer, the fully signed form is given to PTAEO Processing, at that point PTAEO Processing uploads the Cost Transfer SPUD Journal. All cost transfer need to be made within 90 days.

Journal Entries

Any SPUD Journal entries which debits and/or credits a PTAEO account must be forwarded to OSP for prior approval and submission.

Exceptions to the above are as follows:

• Service or recharge centers charging multiple accounts for services and/or merchandise are not required to send those SPUD Journal entries to OSP for approval prior to processing, the department should have an individual designated to upload these type of SPUD Journals.
• Departments - which are not service or recharge centers but which do charge out to multiple accounts in multiple departments the costs of services such as copying, the cleaning of glassware, or the purchase of merchandise — are not required to send those SPUD Journal entries to OSP for approval prior to processing, the department should have an individual designated to upload these type of SPUD Journals.

Please note that payroll transactions involving a PTAEO Account in the debit and/or credit position(s) are to be processed on the Labor Account Distribution Change & Wage Transfer Form. A Cost Transfer is defined as the moving of a cost previously recorded and reported on one account to another account. These accounts may be either in the debit or credit position.

Cost Transfers are not needed when moving costs within the same PTAEO Account between non-wage expenditure types, this can be done by a SPUD Journal.

Travel Vouchers

OSP only requires copies of travel vouchers over $500 for the sponsored research award file. (Foreign travel requires prior approval.)

Cash Advances

Cash advances do not require approval at OSP.