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| Research Services and Sponsored Programs |
| CONTENTS |
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Award Administration: Managing Your Grant |
FISCAL MANAGEMENT As a general rule, contract and grant funds must be expended in accordance with university policies, state regulations, and sponsor requirements. A principal investigator is expected to manage her/his grant funds in a manner consistent with these principles and exercise sound fiscal management. All expenditures made against a grant fund should be reasonable, allowable under the above guidance, and allocable to that specific project. The expectation is each transaction would pass the “reasonable person” test, as well as the “front page” test. There are several resources available to PI’s to assist in managing your grant/contract The Office of Sponsored Programs/ORSSP provides support in managing the budget, liaison between PI and sponsor, reviewing and assisting with personnel actions, planning, and assisting in issue resolution. The office provides staff support to the IRB and IACUC and should be the contact point for submission of protocols and any questions. OSP issues sub-agreements in cooperation with the PI and negotiates and accepts awards on behalf of the university. PI’s have “real time” access to their grant funds to monitor balances and expenditures. Purchasing Services can assist in identifying potential vendors, determining the necessity for and managing the open bid process if required, process requests for purchasing cards, and provide information on state acquisition regulations. They are the signatory authority for the university on purchased services. Accounting also provides guidance on the allowability of expenditures under state regulations, travel requirements, payroll/withholding issues, petty cash/subject payments, and other non-purchase order issues. Human Resources can assist in determining the classification and pay scale of grant employees, benefits applicable to a specific class of employee, and provides approval for hiring actions. All employment actions must be consistent with university and state personnel policies. Effective Oct. 1, departments requesting substitute paychecks for employees whose jobs have not been entered and approved in the system by the deadline will be charged a $50 rapid service charge. The rapid service charge form must be completed and submitted to the payroll manager in Hoggard Hall, Suite 160 prior to the substitute check request being processed. The form can be found on the payroll Web site: http://www.uncw.edu/ba/finance/payroll/payroll_forms.html. For more information, contact Joanne Ferguson, payroll manager, at fergusonj@uncw.edu.
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