Section 1: Introduction
Section 2: Proposal and Budget Development
Section 3: Managing Awards
Section 4: Travel and Procurement
Section 5 Closing an Award
Federal sponsor agencies, as well as other public and private sponsors, have established clear financial reporting requirements for sponsor awards. Reimbursements, as well as future funding, may be contingent upon compliance with these requirements. It is the goal of NYU to provide timely, accurate and consistent compliance with all such requirements.
At New York University (NYU), the responsibility for administering sponsored projects is shared among Principal Investigators (PI's), Departmental Administrators (DA's), the Office of Sponsored Programs (OSP), and Sponsored Project Administration (SPA). To aid PIs and DA's in this process, NYU has made the University Data Warehouse Plus available for monitoring financial activity.
The PI is ultimately responsible for monitoring all financial aspects of the sponsored project and ensuring the accuracy of the financial information reported to the sponsor. This includes reviewing project costs and verifying that any adjustments have been processed in the PeopleSync and/or JEMS in a timely manner.
SPA works closely with PI's and DA's to complete financial reports and ensure timely submission.
At the time of final financial reporting, the SPA Analyst will request that the department provide the submission dates for the final progress or project report as required by the sponsor. SPA does not require copies of these reports.
Sponsored Programs Administration (SPA) prepares all interim and final Financial reports based on amounts recorded in the University’s general ledger, FAME. 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. If you need access or training in using these reports, please email your SPA Team inbox:
To identify your Team Inbox, 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.
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 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.
Open SPA 001: Award Management in iLearn (NYUHome login required)
This learning module will discuss award management elements, and will cover the following policies as outlined in the SPA Handbook:
Duration: 17:00 minutes