OSP has the institutional responsibility to assist the University's faculty, students, and staff in securing extramural support for their scholarly work, research, teaching, and service activities.  The core responsibilities are (1) effective information dissemination and outreach, (2) efficient proposal and award processing, (3) oversight of regulatory fiscal compliance, (4) signature authority to bind the institution to complete the tasks, as guided by the appropriate administrators and PI’s, and (5) assuring the Regents, the public, and the sponsoring organization that the University has adequate systems for fiscal accountability and internal controls in place for managing funds awarded to UI.  Functions provided by OSP that relate to grant and contract fiscal responsibility include the following:

1.    Sponsored program budget approval and training. 

2.    Establish and maintain current proposal and award status and account setup data.

3.    Educate and train faculty, staff, and student employees regarding the management of sponsored projects.    

4.    Provide assistance to employees on issues related to the interpretation of regulations, special terms, conditions, and those pertaining to University, state, and federal policies and procedures.

5.    Signature authority to bind the university to accept the terms and conditions of the Sponsored Project.  This authority is delegated to the Director of the Office of Sponsored Programs on behalf of the Vice President of Finance and Administration.  Others not so authorized, do not have the authority to negotiate for or bind the University.

6.    Review sponsor financial status and determine appropriate action for poor financial status, including but not limited to, requiring advance payments, obtaining credit reports, requesting financial statements or reference letters and/or reference checks.  If OSP determines that a sponsor exhibits poor financial status, the department will need to provide written approval for OSP to execute the agreement.  

7.    Fiscal administration for grants and/or contracts, cooperative agreements, sub-contracts, and financial assistance agreements negotiated with federal, state, and private sponsors.

8.    Establish accounts in BANNER and input budget allocations in a timely manner. This financial data will assist PI’s and/or departmental administrators in making intelligent fiscal and programmatic decisions during the course of a sponsored project.  To ensure PI’s and departmental administrators know how to access financial data, BANNER training is provided by the University.  OSP will assist with BANNER items specific to the Grant Accounting Module.

9.    Maintain data systems for monitoring the status of all sponsored projects for receivables, overdrafts, revenue, effort certification, cost sharing, invoices, letter of credit draws, electronic funding, and timely financial reporting. Timely final financial reporting is a shared responsibility between OSP, departments and PI’s.  Following is a list of selected items that must be completed before the Financial Unit in OSP may submit a final financial report and/or invoice: (1) All cost sharing information provided to OSP, (2) expenditures posted by the department and, (3) a technical report submitted by the PI when required.

10. Provide assistance to college, departmental and center administrators and project investigators for interpreting regulations, special terms and conditions, and responding to issues pertaining to University, state, and federal policies.

11. Periodically notify departments of overdraft accounts.

12. Prepare and submit financial reports, invoices, property reports, and patent reports in accordance with award terms and conditions.

13. Obtain and/or provide audit reports for sub-recipient compliance with OMB Circular A-133.  In addition, conduct desk audits and/or site visits for sub-recipients when necessary.

14. Annually calculate federal interest for UI accounts and refund accrued interest to the U.S. Department of Health and Human Services.

15. Maintain record retention schedules and project files in accordance with state and federal guidelines and/or regulations.

16. Interact with central administration in the management of sponsored projects.

It is important to note that after-the-fact transfer of expenditures from one Sponsored Project account to another to correct a deficit or disallowance are unallowable as noted in the UI Administrative Procedures Manual (APM) under Chapter 45 Section 7  The federal government has stringent audit requirements on these types of transfers. 

Questions relating to accounting matters or requests for assistance in the establishment of record-keeping systems for monitoring grant and contract expenditures should be directed to OSP (885-6651).