Sponsored Projects Accounting Roles and Responsibilities

Unit Role
Principles, Standards, and Guidance
Education and Awareness
Administration and Management
Institutional Oversight
Noncompliance
Coordination Among Entities
Records and Reporting

Unit Role

Sponsored Projects Accounting (SPA) and Indirect Cost departments serve as financial intermediaries between sponsoring agencies and Principal investigators. They provide institutional signature for sponsored financial reports and are the primary source for interpretation of Federal regulations and University and sponsoring agency policies and procedures governing incurring, reimbursing, and reporting costs under sponsored-research agreements. They provide communication, education, and training on the financial administration of sponsored projects.

SPA reports to the Vice Chancellor for Finance. Indirect Cost reports to the Controller.

Principles, Standards, and Guidance

  • Provides direction and assistance to help ensure appropriate interpretation of Federal regulations and University and sponsoring agency policies and procedures.
  • Advises and counsels researchers and staff in the management of sponsored funds.
  • Bears primary responsibility for formulating, implementing, and interpreting policies and procedures for cost and budget issues in accordance with Federal regulations and University and sponsoring agency policies and procedures.
  • Assists departments in developing and administering service center rates.

Education and Awareness

  • Develops and implements educational programs and tools to effectively train faculty and staff on effort reporting, costing principles, and financial compliance.

Administration and Management

  • Represents the University to Federal regulatory agencies.
  • Coordinates with the Office of Sponsored Research Services to help ensure that sponsored projects are administered in accordance with Federal regulations and University and sponsoring agency policies and procedures.
  • Prepares, negotiates, and administers the institution’s facilities and administrative (F&A) cost rates in conjunction with Accounting Services and other University departments.
  • Performs risk analysis in accordance with Federal regulations and University and sponsoring agency policies and procedures.
  • Maintains and monitors all aspects of the effort-reporting system.
  • Processes and posts fund closeout transactions related to budget carryovers, final financial and administrative expense calculations, accounts receivable, and revenue.
  • Prepares and submits timely interim and final financial reports, invoices, and letter of credit draws to the sponsoring agency.
  • Coordinates and manages the annual space utilization and survey process.

Institutional Oversight

  • Reviews and approves FIS/financial transactions in accordance with Federal regulations and University and sponsoring agency policies and procedures.
  • Provides institutional oversight for program income issues, effort reporting, cost sharing, and cost transfers.
  • Approves or recommends carry forward of unexpended funds.

Noncompliance

  • Assists in resolving instances of financial noncompliance.
  • Supports and endorses cooperation with University compliance and monitoring efforts and reports instances of noncompliance to the appropriate compliance office.

Coordination Among Entities

  • Coordinates with Principal Investigator, department administrator, and central administrative offices to resolve payment issues and prepare and submit timely financial documentation to the sponsoring agency.

Records and Reporting

  • Reports cost sharing amounts to the sponsoring agency.