New York University Skip to Content Skip to Search Skip to Navigation Skip to Sub Navigation

Frequently Asked Questions

Click on the "plus sign" to view answers to common post-award administration questions.

 

Send an e-mail to the respective team inbox in Sponsored Programs Administration (SPA) to request the status of the award setup.

SPA Team Inbox Email Addresses:

To identify your Team Inbox, click here to go to the SPA Contacts page.

Once the project is established, SPA will notify the Principal Investigator (PI) and Department Administrator (DA) by sending a Project Authorization Form.

Sponsored Programs Administration (SPA) will enter a temporary budget, up to the authorized agency budget, in order to allow spending at the time of project setup. Please allow three business days from time of project setup notification to activate chartfield and for the budget to post. Departments are required to either submit a detailed expense budget to SPA, or upload it through the Budget Integrated Application (BIA), as soon as the Project Authorization Form has been distributed.

Departments are required to submit the budget directly through the Budget Integrated Application (BIA). Alternatively, departments can complete the budget template provided by Sponsored Programs Administration (SPA) and email the appropriate team inbox:

SPA Team Inbox Email Addresses:

To identify your Team Inbox, click here to go to the SPA Contacts page.

If a temporary budget was established for direct costs (account 60000) and indirect cost (76450), the budget grid must include a line to reduce the temporary budget on the respective lines. This will prevent the overall project budget from being overstated and incurring a deficit.

Each department must designate an individual solely responsible for uploading budgets for Sponsored Projects. A Budget Authorization Access Form must be completed for this individual and designate the Sponsored Programs Administration (SPA) Financial Analyst assigned to that school as the Approver. The completed form should be sent to SPA for approval. SPA will forward the budget approval form to ITS.

Sponsored Programs Administration (SPA) prepares all interim and final Financial reports based on amounts recorded in the University’s PeopleSoft general ledger. Interim reports are not submitted to departments for review unless requested in advance by the department. Any adjustments will be included at project expiration with the Final report provided appropriate justification is provided. SPA will submit the Final financial report to the department for review. The department should return the final financial report to SPA in a timely manner to allow SPA to review the final financial report. If the department does not respond within 48 hours prior to the reporting deadline, the report will be issued to the sponsor.

Reporting deadlines vary by agency. Generally, Federal sponsors require a final report within 90 days of project expiration. The Sponsored Programs Administration (SPA) Deliverables Report lists reporting due dates. This report is available on the SPA portal in the BRIO financial reporting system. If you need access or training in using these reports, please email your SPA Team inbox:

To identify your Team Inbox, click here to go to the SPA Contacts page.

If the award has automatic carryover , departments can continue spending against their existing project. If carryforward requires prior approval from the sponsor, the department should coordinate with Sponsored Programs Administration (SPA) on how to account for it. In such cases, SPA should freeze the project or reduce the budget to match expenses to prevent further spending. Departments will be responsible for any costs incurred should carryover be denied.

Sponsored Programs Administration (SPA) generally prepares all invoices. Occasionally, departments may prepare invoices, however, SPA must review and sign off on all invoices prior to submission to the sponsor.

Sponsored Programs Administration (SPA) is responsible for collection with assistance from the departments. E.g., a payment may be 90 days overdue because a Progress Report has not been submitted by the Department. However, the department is ultimately responsible for any receivables which cannot be collected from the sponsor.

Expenses that involve legal services must be approved by General Counsel.

The Cash Position Report available in the Sponsored Programs Administration (SPA) Brio financial reports portal provides total payments received by project. If you require access to the portal, please email the appropriate SPA Team inbox.

To identify your Team Inbox, click here to go to the SPA Contacts page.

F&A is calculated daily in Peoplesoft based on direct expenditures, as well as the appropriate base; i.e., modified total direct cost.

SPA will close/inactivate a project when all expenses in the PeopleSoft general ledger agree to the amount reported to the sponsor, and all payments have been received.

A risk project would be appropriate if the official award document has not been received for a new award or continuation year funding, but the Principal Investigator (PI) would like to begin spending and has received communication from the sponsor that the award is imminent. The department should complete a Request for Risk Project by contacting Sponsored Programs Administration (SPA).

For the current process, departments must complete the Request for Risk Project form.

Coming in 2013/14: Requests for Risk Projects will be automated through the Office of Sponsored Program’s (OSP’s) CAYUSE system.

All checks for federally funded projects must be hand-delivered for deposit to the Sponsored Programs Administration offices at 105 E. 17th Street, 4th Floor, to the attention of the Cash Management Analyst. All Foundation and Private Sponsors checks must be hand delivered to the Office of Gifts Administration at 25 West 4th Street.

These are costs that were committed in the award budget, but not funded by the sponsor. Such costs cannot be billed to the sponsor and must be separately tracked in a cost share program linked to a department operating or discretionary chartfield. The same costs cannot be shared among multiple projects with cost share commitments. Please refer to the Cost Share Policy for a complete definition of the different types of Cost Share as well as University requirements associated with proposing cost share commitments.

  • The Contract Office within the Office of Sponsored Projects (OSP) executes subcontract agreements. Once the fully executed agreement is issued to the Principal Investigator (PI), a copy is sent to Sponsored Programs Administration (SPA). SPA will establish a project for the subcontract if New York University (NYU) is the subrecipient. If the subaward is issued to another entity under an existing project, the department is required to submit a Purchase Order through the eRequsition/i-Buy system for the subcontract amount. The Purchase Order will need to be increased and extended with each year/amendment to the subcontract agreement.
  • A Subcontracts report is available in the SPA Brio financial reports system portal to identify those projects that include a subcontract budget and determine whether a Purchase Order has been established for the proper amount. This ensures funds are encumbered and available to pay invoices submitted by the subrecipient.
  • If a subcontract budget was not included in the original award budget, departments must submit a revised budget to SPA at the time the subcontract agreement is executed.

A negative encumbrance typically occurs when there are insufficient funds available for the original payroll encumbrance journal to post, or an invalid chartfield was provided. A negative encumbrance will artificially inflate the project’s available balance, and may lead to further spending resulting in a project deficit. Departments must review their Budget Exception Reports to identify the encumbrance fail and resolve immediately, as any deficits will be the sole responsibility of the department.

Departments should confirm whether the correct budget is reflected in the Brio financial reporting system Budget Summary Reports and should also confirm that the amount agrees to the agency authorized budget. Departments should review all expenses to ensure charges were posted to the correct project. If a deficit exists, the department must transfer those costs to a discretionary chartfield using a cost share program. Such costs are perceived as valid research costs that cannot be billed to the sponsor, but must be tracked for purposes of the Facilities and Administrative (F&A) Rate Proposal.

  • Departments must confirm that all appropriate expenses posted to the project.
  • If the award requires funds be returned to the sponsor, Sponsored Programs Administration (SPA) will submit a Business Payment Form request to Accounts Payable (AP).
  • If the award is silent or allows the balance to be retained by New York University (NYU), the department should submit a Journal Entry Management System (JEMS) request to transfer the surplus to a discretionary chartfield. Please consult with SPA on the appropriate accounts to use.

  • If the transaction involves a payroll correction on a sponsored project, departments must submit an Account Change request through the Personnel Action Submission System (PASS) (if within the current fiscal year), xPASS (for prior year adjustments) or the Effort Reporting System (ERS) if the change is being requested during the certification period.
  • If this involves Other Than Personnel Services (OTPS), departments must submit the request through the Journal Entry Management System (JEMS) and check the box for Correction of Error to Fund 24/25.
  • The requestor will be prompted to answer two questions if within 90 days of the first payroll check date or original journal date for OTPS, or four questions if greater than 90 days. 
  • The request will route to Sponsored Programs Administration (SPA)for final review and approval. Once approved, the adjustment will post to the general ledger. If rejected, the department may be asked to provide further justification.
  • Please refer to the Cost Transfer Policy for further guidance.


Handbook Table of Contents


NYU Footer