OSU GCG 201-01: Award Administration During Award Period

Procedure

Departmental Accounting Staff/Principal Investigator (PI)

1. Upon receipt of award or amendment, reviews the agreement for all special restrictions, start date and end date, cost sharing agreements, and non-financial reporting requirements. Follows all award conditions.
2. Initiates Labor Distribution forms.
3. Initiates Purchase Orders.
4. Initiates all payment documents.
5. Ensures that recording of actual costs are consistent with the proposal budget.
6. Reviews subcontractor invoices for cost reasonableness as compared to progress towards work accomplished.
7. Balances expenditures on each fund monthly on the Financial Information System (FIS-Banner) FRIGITD screens or inception-to-date reports.
8. Compares actual costs with proposal budget for consistency.
9. Completes quarterly Personnel Activity Reports (PAR) forms.
10. Processes OSU cost sharing expenses on individual cost sharing fund(s).
11. Completes all interim and progress reports or other deliverables to ensure OSU receives funds to recover project expenditures.

Business Affairs (Office of Post Award Administration)

1. Monitors recording of actual costs for consistency with the proposal budget.
2. Ensures that the level of accounting detail equals or exceeds the level of budget detail in proposals.
3. Reviews direct costs charged to grants and contracts to ensure that such costs are not already included in the F&A rate.
4. Reviews and approves all capital equipment purchase requests before purchase orders are issued.
5. Reviews specified purchases for agreement allowability, sponsor, and OSU regulations.
6. Reviews expenses on FIS Banner for allowable costs.
7. Assists department accounting staff and PI with questions concerning contract regulations and cost allowability.
8. Monitors subcontracts, including subcontract invoices, closeout releases, and audit reports.
9. Prepares and mails required invoices to sponsors. In some cases, departments may be requested to assist if extra detail is required.
10. Receives and deposits sponsor payments.
11. Maintains accounts receivable. Initiates past due notices and collection procedures.
12. Prepares required monthly, quarterly, semi-annual, and annual financial reports. Prepares and submits patent reports and small business reports as required.

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