Responsible Office: Division of Sponsored Program Administration
Originally Issued: April 2003
Revised: Not Applicable
This policy defines the action centers/institutes/departments (“departments”) must take to clear unallowable expenditures from sponsored accounts. It is the principal investigator’s responsibility to appropriately manage the funds received from sponsors. Each department (via the departmental manager or chair) must also monitor expenditures on sponsored projects. If a sponsored project has expenditures that are unallowable on a sponsored account (e.g., overspent budget or budget category, expensed items that are not allowable by the sponsor, or expenses that are inappropriate to the project), it is the principal investigator’s/department’s responsibility to move those expenses off the sponsored account in a timely fashion.
Unallowable expenditures are defined as expenditures in excess of the budget or that are not allowed according to the sponsor’s guidelines.
The principal investigator/department should make every effort to spend within the guidelines and budget. If an overdraft occurs or something is purchased that is not allowed according to the sponsor’s guidelines, the principal investigator/department must prepare a Cost Transfer within five working days of receiving notice to move the expense.
4.1 The Division of Sponsored Program Administration, Post-award will send a notice to the principal investigator and the departmental manager, with a copy to the department chair, requesting that an expense be moved from the sponsored project within five working days.
4.2 If the Cost Transfer is not received by the Division of Sponsored Program Administration within five days, the Division of Sponsored Program Administration will send a notice to the appropriate dean’s office, with a copy to the department chair, indicating that the charge will be moved to the departmental resident instruction budget unless another budget string is provided within two working days.