Managing Sponsor Payments

Handbook Section and Topic Page Links

Section 1: Introduction

Section 2: Proposal and Budget Development

Section 3: Managing Awards

Section 4: Travel and Procurement

Section 5 Closing an Award

Graphic of a stack of proposal documents with pie chart and table on the cover

Background

For Sponsored Programs funding, New York University (NYU) receives various forms of payments, including electronic payments (e.g., letter of credit draws) and payments received by “wire” or check. NYU must ensure that all payments received for sponsored awards are accounted for in a manner consistent with Sponsor requirements and Generally Accepted Accounting Principles.

NYU Approach

Sponsored Programs Administration (SPA), Principle Investigators (PI's) and Departments share responsibility for payments made on Sponsor Awards.

At NYU, the responsibility for ensuring proper stewardship of sponsored programs funding is the following:

Departments/PI's: PI’s and their staff are required to assist SPA to ensure timely receipt of award funding. This includes making sure that all charges to sponsored projects are consistent with the Sponsor’s terms and conditions and NYU policies, the timely submission of progress or technical reports and providing support to central offices for the preparation, submission and payment collection of invoices.

SPA: SPA is responsible for performing letter of credit drawdowns, the submission and/or approval of invoices, following up on outstanding receivables and delinquent accounts, identifying issues causing delays in payment, recording payments to sponsored projects and for
preparing and submitting financial reports to sponsors which detail payments and expenses.

School Fiscal Officer: Responsible for non-payment when all project deliverables have been met.

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Frequently Asked Questions

Who is responsible for the timely collection of Accounts Receivable (A/R)?

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.

How can I view payment information on projects?

The Cash Position Report provides total payments received by project. If you require access to the portal, please email the appropriate SPA Team inbox.

Team 1: SPA.Team.1@nyu.edu
Team 2: SPA.Team.2@nyu.edu

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

Where do I send a check that was mailed directly to my department?

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.

Related Training

SPA 015: Managing Sponsor Payments

Open SPA 015: Managing Sponsor Payments (NYUHome login required)

This learning module will cover the Managing Sponsor Payments Policy outlined in the SPA Handbook.

Duration: 7:30 minutes

Managing Sponsor Payments

NYU Policy: Managing Sponsor Payments Policy

Background

NYU Approach

Frequently Asked Questions

Related Training