Every university employee has a responsibility to ensure that university and research funds are used to advance the mission of the university and the academic needs of the students. Remember that a research agreement or contract is between the sponsor and the university. Please take a minute to review your responsibilities as a principal investigator and the responsibilities of the Research Accounting office.
- Every university employee has a responsibility to ensure that university and research funds are used to advance the mission of the university and the academic needs of the students.
- Individuals have the responsibility of ensuring that all authorizations or expenditures comply with university expenditure policies as well as with any sponsoring agency or donor restrictions and applicable policies.
- A good rule of thumb is to always consider the appropriateness of the expenditure. Should the expense be paid from public funds?
- Fiscal controls must include a system of supervisor checks and balances at all levels of the organization for all expenditures. Reviewing monthly account statements and payroll reports for accuracy is one example of a check and balance. The Accounting Services Department and Research Accounting are always available for consultation. (top)
Research Accounting Responsibilities
- Establish a budget in the accounting system to allow the
principal investigator to spend the
sponsored funds. - Review and monitor project expenditures and reallocations, in accordance with University Policies and Procedures, OMB Circulars A-21, and A-110, and with any other general or specific regulations issued by federal , state, and other sponsoring agencies.
- Expenditures are to be made within the start and end dates of the sponsored project.
- The regulations may require prior approval for budget modifications, equipment purchases, pre-award expenditures, international travel, and time extensions. Contact the Research and Sponsored Programs office to determine if the change can be authorized internally or if it must be referred to the sponsoring agency for approval.
- If a time extension or other modification to a sponsored project is required, the principal investigator must submit a Request for Modification form through Research and Sponsored Programs. The request should be submitted in sufficient time (at least 30 days before the desired date needed) to allow for proper approval.
- Preparation and submission of sponsor financial reports and invoices as required according to the sponsored agreement.
- Collect outstanding balances due MTU from unpaid billings submitted to the external sponsor.
- Develop and prepare required MTU financial reports.
- Assist principal investigators in the financial closeouts and terminations of sponsored projects.
- Both the principal investigator and Research Accounting are responsible for preventing the overspending of sponsored projects. Research Accounting helps PIs avoid deficits by providing monthly account reports. Daily account balances are available by telephone and overdrawn/expired notices are mailed bi-monthly. Research Accounting will also contact the PI if there appears to be a problem with proposed expenditures.
- Filing of appropriate close-out documents
- Federal regulations require submitting final financial reports within 90 days after the end date of the project. If this deadline is not met, the sponsor could withhold payment from MTU and/or refuse to make payment. This could also affect future awards to MTU from that agency.
- Coordinate audits by external audit agencies and by internal auditing and provide any necessary information to the auditors. (top)
Principal Investigator Responsibilities
- Pre-award
- Proposal development and initial budget development
- Conflict of interest disclosure and management
- Subcontractor identification and documentation
- Agreement with all terms and conditions, with emphasis on performance criteria, technical reports, deliverables, and termination conditions.
- Post-award
- Ensure appropriateness and reasonableness of expenditures and determine if allowable
- Manage expenditures within start and end dates, not to exceed the award amount
- Initiate requests for re-budgeting, cost transfers and time extensions
- Approve payment of subcontractor invoices
- Monthly review of interim financial reports
- Document cost share/matching funds if required (including review and approval of in-kind cost share)
- Review and approve payroll certifications
- Timely financial close-out of project
- Prepare technical reports and provide other deliverables
- Hire and supervise soft-money personnel as required
- Ensure regulatory compliance in the conduct of the project
- Participate in the collection and funding of outstanding receivables from research sponsors (top)
Department Chair or School Dean
- Approve departmental cost-share and space requirements
- Monitor of faculty and staff effort
- Oversight of project administration by principal investigator, including cost and effort reporting and unexpended balances in firm-fixed-price projects
- Participate in negotiations with sponsor when technical reports are incomplete or deliverables are unacceptable to sponsor
- Responsible for costs incurred beyond the award amount or for disallowed unauthorized expenditures, as determined by an audit
- Responsible for cost-share shortfalls, both cash and third party in-kind
- Approve substantial modification or re-budgeting
- Participate in the collection and funding of outstanding receivables from research sponsors (top)
- Approve college-level cost-share and space requirements
- Participate in negotiations with sponsor when technical reports are incomplete or deliverables are unacceptable
- Approve substantial modification or re-budgeting (including transfers)
- Participate in the collection and funding of outstanding receivables from research sponsors
- Approve university-level cost-share and space requirements
- Provide authorize university signature on proposal submissions
- Responsible for regulatory compliance in sponsored research
- Participate in negotiations with sponsor when technical reports are incomplete or deliverables are unacceptable
- Participate in the collection of outstanding receivable, when technical issues are the reason for non-payment (top)
Research and Sponsored Programs
- Negotiate terms and conditions relating to budgets, indirect costs and other university policies
- Develop and/or approve project budgets prior to transmission to sponsor
- Recommend acceptance of awards on behalf of the university
- Develop and negotiate of sub-awards
- Negotiate, authorize, review and process contract/grant modifications
- Maintain proposal and award database
- Authorize account establishment
- File intellectual property and sub-award close-out documents (top)
- Approve of GACS cost-share
- Review and negotiate intellectual property terms and conditions in sponsored agreements
- Administer MTU intellectual property policies and procedures
Conflict of Interest Coordinator
- Provide conflict of interest review and, if necessary, develop a mitigation plan
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