Sponsored Funds Guide

• Principal investigator (PI) is responsible for managing the award’s technical performance and financial expenditures and adhering to applicable University and sponsor policies and procedures. The award document provided by OSP, includes the award and a synopsis of its terms and conditions for ready-reference, which will assist the PI in managing the award in accordance with sponsor’s guidelines.

 For All Principal Investigators (PI), Project Directors, and Staff Members:

1. All staff in department that have sponsored funds must be familiar with the procedures and guidelines provided in this document so that, as a team, we maximize efficiency and the quality of our output while reducing miscommunication.
2. Department administrative team members will complete most of the processes outlined. However, all Principal Investigators (PIs) and Project Directors (PDs) are ultimately responsible for financial management of sponsored projects, whether funded from federal or non-federal sources.
3. From the SU Policies website, Principal Investigator/Project Director Responsibilities for Financial Management of Sponsored Projects Policy:

“The PI or PD is ultimately responsible to: (1) oversee the overall finances of his or her award; (2) ensure compliance with University and sponsored award financial management practices; (3) direct financial transactions; and (4) monitor the financial status of each sponsored project.”

        4. All expenses must be processed in a timely manner. All employee travel and expense reimbursement requests must be submitted by the end of the month following (e.g. an expense incurred in March must be submitted by April 30). All vendors engaged must submit their invoices no               more often than monthly and no less often than quarterly. 

        5. All PI’s, PD’s and Staff members must ensure all activities and transactions comply with SU policies & procedures.  

OSP and OSA Resources Available

1. Office of Sponsored Programs (OSP)

Lyman Hall, Syracuse, NY 13244

Phone: (315) 443-2059 Fax: (315) 443-2094

• • College of Law Research Administrator:

Caroline McMullin, cmcmulli@syr.edu, 315-443-9358

• • For more information on what OSP does, please see OSP Responsibilities.

       2. Office of Sponsored Accounting (OSA)

• • Lyman Hall, Syracuse, NY 13244

Phone: (315) 443-2059 Fax: (315) 443-2094

• • College of Law Senior Accountant:

Kelly R. Moshier, krmoshie@syr.edu, 315-443-1764

• • For more information about what OSA does, please see BFAS Sponsored Accounting.

Project related expenses always include a “Project Tail” in the expense chartstring. 

1. Direct Project Expenses – are funded directly by the sponsor and recorded in Fund 13 – Program 00013. Every expense charged to Fund 13 must also include a Project Tail.
2. Cost Share Expenses – are also project expenses but funded by BBI / SU. Cost Share Expenses are recorded in either Fund 11 or Fund 15 and include a project tail.  These may also be referred to as matching or In-Kind expenses.
3. ALL Project expenses, Direct and Cost Share must go through the following minimum review before processing:
   1. Verify the project start and end dates in the FAB reports, making sure the transaction takes place within the Project Period.
      1. This is especially important to review for annual memberships or conferences (you may register for an event early but the actual conference must be within the project dates).
   2. The business purpose, relation to the project, and/or project justification needs to be included.
   3. All project transactions must be Allowable, Allocable, Reasonable & Necessary, and Consistently Treated. See excerpt from Office of Sponsored Programs (OSP) website in Managing Expenditures.
   4. Approval as outlined in the “Expense Justification Form” from the Principal Investigator (PI) must be included or attached with receipts.