|
When an award is accepted by the Research Foundation,
the terms and conditions are reviewed to determine the
reporting responsibilities throughout the period of
the award. Under federal provisions, we are required
to ensure that all required reports are submitted as
prescribed by the award. We use a database to record
report types and due dates and to issue notifications
to project directors about which reports are due and
when.
Technical reports or other deliverables
Most sponsors require end-of-project reports, and
for multi-year awards, an annual report. Other projects
may require a deliverable. This is the responsibility
of the project director. Sponsored Funds secures from
the project director the date the report is submitted.
If the report requires financial information please
contact Sponsored Funds. Some reports may require an
institutional endorsement; the Director, Sponsored Funds
Administration, signs on behalf of the institution.
Financial reports
In the majority of projects, this report does not
require input from the project director. If financial
reporting requires a statement of project progress,
Sponsored Funds will request this information from the
project director. The project director should not submit
a financial report without prior review by Sponsored
Funds.
Property, patent and invention reporting
Some federal and industry awards require an annual
or end of project report on property purchased (equipment
or other) any patents filed or inventions claimed. These
reports are submitted through Sponsored Funds in conjunction
with information obtained from the project director.
Effort reporting
Effort reporting, referred to by the Research Foundation
as Personnel Activity Reporting (PARS), is a requirement
of federal regulations. Sponsors require that we certify
the level of effort by personnel on their award. Effort
might consist of cost shared time by SUNY personnel
(unpaid effort), reimbursement of effort through the
income fund reimbursement (IFR) process, or actual appointment
to the Research Foundation payroll. Certification of
effort is completed three times over the year, spring,
summer and fall.
Income fund reimbursement(IFR)
Sponsors may permit the recovery of salary and fringe
benefits paid to state employees who are working on
a sponsored project. The Income Fund Reimbursable process
is used to transfer payments from the RF account to
the unit's state IFR account, thus reimbursing the state
for the effort provided on the project when salary was
paid by the state. Sponsors view IFR payments as actual
personnel payments. It is important that the IFR process
is completed in a timely manner, consistent with the
period of reimbursement. If there are funds available
for IFR in an award, Sponsored Funds will notify the
project director. The Assistant Director of Sponsored
Funds coordinates the IFR process and will assist with
completion of the necessary paperwork.
Cost Share
The institution often provides cost share on a sponsored
project. This might consist of equipment matching funds,
release time of faculty to conduct research, supplies,
tuition scholarship or other institutional resources.
We are required to monitor cost share and compile documentation
throughout the duration of the award. Cost share should
not be committed if not required or requested by the
sponsor. Please refer any questions on cost share to
your Contract and Grant Administrator or to the Director
or Assistant Director of Sponsored Funds.
Billings/Invoicing
If the sponsored project requires that invoices be
submitted to reimburse for costs, Sponsored Funds will
coordinate the billing process. Invoicing or billing
is usually specified in the award notice.
Collections
When sponsors are overdue in payment or not making
payment at all, we will use a standard overdue billing
process to attempt collection. We make every attempt
to resolve outstanding payments in an informal fashion.
If, in conjunction with Research Foundation Legal Affairs,
we are unable to obtain payment, the Research Foundation
has a contract with a collection agency to assist with
collection of funds due.
Inventory of equipment
Equipment with a value of $5,000 purchased entirely
with Research Foundation funding will be tagged as "Property
of Research Foundation" and entered to the SUNY
Property Control System, (PCS). Some sponsors may mandate
a lower dollar value for the definition of equipment.
If a sponsor requires a lower value for equipment we
will also inventory and tag the equipment as Research
Foundation owned. Some sponsors may retain title to
any equipment purchased with grant funds. In this situation
a separate "Property of Sponsor" decal will
be affixed to the equipment and the PCS coded to reflect
ownership. Equipment is inventoried and tagged after
payment has been made to the vendor.
Equipment purchased with any portion of funding from
SUNY will have ownership vested with the University.
If equipment cost sharing or matching is proposed to
the sponsor, work with your Contract and Grants Administrator
prior to the commitment. If the sponsor retains title
or reserves the right to request title to the equipment
upon termination of the project, funding from SUNY cannot
be involved with the purchase.
Sponsored Funds and the project director are responsible
for accountability of all equipment purchased with sponsored
project funds. No equipment should be removed from the
campus or from the location assigned without prior consultation
with Sponsored Funds.
Equipment Insurance
Equipment purchased with Research Foundation funding
can be insured against theft and loss through the Research
Foundation insurance program. A Research Foundation
account must be used to pay for the insurance coverage.
Under certain circumstances SUNY equipment can be insured.
Please contact Sponsored Funds if insurance is requested.
Please note; insuring equipment is not automatic.
Audits and project reviews
Periodically Research Foundation projects are audited
by federal, state or other sponsoring agencies. In addition,
the Research Foundation, through their internal audit
department or independent auditor, will conduct audits
of RF accounts. The campus internal audit department,
at the request of campus administration, may also perform
project specific audits. In all instances audits will
be conducted through Sponsored Funds Administration.
In the event project personnel are contacted regarding
an audit or a program review, immediately contact the
Director Sponsored Funds Administration.
|
