Research Admin Buzz. Thursday, February 6, 2014. Grants and Contracts Accounting. Sandra Mason. G&C Updates. NIH Policy Changes relating to billing, financial reporting, and grant close-out
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Current impact is predominantly in OSP and Grants & Contracts Accounting
Future impact to departments to be determined as NIH requirements are implemented for continuation awards (initial awards under old billing and financial reporting guidance/continuation awards under new guidance)
“In an effort to promote more timely financial closeout of awards, the Payment Management System will now hold payment requests for funds in subaccounts for awards that are 90 days beyond the project period end date. Funds requests for these awards will not be processed unless, and until, the awarding Agency has approved the payment request.”
Each faculty member that uses the services of the Physiological Research Laboratory and incurs costs which may include per diem and other charges for personnel costs, pharmaceuticals, materials, and supplies, and related costs shall follow the following procedures.
Procurement of vertebrate animals is centralized in Georgia Tech Research Corporation (GTRC). Independent ordering of vertebrate animals by Principal Investigators, students, or departmental personnel is specifically prohibited. No animal purchases shall be made until the proposed protocol has received IACUC approval.
In the event that the faculty member requesting the services of the PRL is NOT the Principal Investigator of record for the sponsored project or subproject, or is not the account-holder of record for the account to be charged, it is the FM or Accountant’s responsibility to obtain approval from the person authorized by the Institute to approve charges for that project or account.
If an IACUC protocol should expire, the School’s cost overrun project will incur the charges. It is the responsibility of the school/department to transfer the charges to another project identified in the IACUC protocol.
Additional care should be taken when considering transferring PRL and animal expenses between projects to ensure that appropriately approved protocols are on file. A copy of the IACUC approval letter and/or Interdepartmental Sales & Service form should be included with the supporting documentation whether the expense is transferred via Electronic Cost Transfer (ECT) or paper Cost Transfer form to Grants and Contracts Accounting.
In the absence of an agency’s specific, written, across-the-board policy on excluding Participant Support from the indirect cost calculation, Georgia Tech WILL charge indirect costs to Participant Support