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Sponsored Research Manual ResourcesHome > Resources > Sponsored Research Manual >  Post-Award>

Items Requiring Approval by the Office of Sponsored Projects

Requests for Payment

All Request for Payments charging sponsored research PTAEO accounts over $2,500 need to be approved by OSP before being sent to Accounts Payable.

Miscellaneous Income Payment Vouchers

All Miscellaneous Income Payment Vouchers charging sponsored research PTAEO accounts over $2,500 need to be approved by OSP before being sent to Accounts Payable.

Consultant Payments

Each consultant engagement agreement which is being paid on a sponsored research PTAEO account must be approved by OSP before being sent to Accounts Payable, regardless of dollar amount. (Contact Procurement Services Department to find out how to pay consultants)

Invoices

All Non-Oracle processed invoices and Capital Equipment expenditures charging sponsored research PTAEO accounts over $2,500 need to be approved by OSP before being sent to Accounts Payable.

Labor Account Distribution Change & Wage Transfer Form

If filling out the Wage Transfer section of this form and it involves a sponsored research 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 sponsored research 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 sponsored research PTAEO account, must be sent to OSP for approval and processing. All cost transfer need to be made within 90 days.

Journal Entries

Any journal entries which debits and/or credits a sponsored research 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 journal entries to OSP for approval prior to processing; the entries may be sent directly to the Controller's Office.
  • 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 journal entries to OSP for approval prior to processing.

Departments transferring costs from one or more accounts to other accounts within the same department will be required to send those journal entries to OSP for approval prior to processing – whenever a sponsored research PTAEO account is involved on either side of the transaction.

Please note that payroll transactions involving a sponsored research 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 Transfer forms are not needed when moving costs within the same sponsored research PTAEO account between non-wage expenditure types, this can be done by a journal.

Travel Vouchers

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

Cash Advances

Cash advances do not require approval at OSP.

Last Updated: 7/5/07