Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

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Establishing and Terminating Sponsored Accounts

Sponsored Programs Services establishes a sponsored account after:

• The University receives a signed agreement from the sponsor, and


• The grant or contract documentation is processed by the Office of Grant and Research Development (OGRD). OGRD delivers the processed documentation to SPFO.

The University, department, and investigator use the account to track open invoices, expenditures, and revenues related to the sponsored project.

Accounts for sponsored projects are established in programs 11-14. See 30.05 for an explanation of "program."

Process an advance expenditure authorization if it is necessary to initiate purchases prior to receipt of the signed agreement. See 40.23.

Sponsored Programs Services generates a Sponsored Project Allocation Notice based on allocations and other account attribute data entered into the sponsored projects database. (See sample in the PDF version of BPPM 40.04.2.)

Sponsored Programs Services uses the form for amendments and renewals as well as for new accounts.

Sponsored Programs Services sends the form to the responsible dean.

The department and principal investigator may begin spending the amount allocated after the indicated project effective date (or earlier if approved as described in 40.23).

Some form sections are self-explanatory or include codes that may not be of interest to departments and investigators. Other form sections are described below. The explanation number is keyed to the corresponding number on the sample.

The account code of the sponsored account. See 30.05 for an explanation of the components of the account code.

Office of Grant and Research Development control number.

The cost sharing obligation for the project.

The object allocations for the project. See 70.09 for a description of objects and subobjects.

The amount previously allocated by object.

Current allocation adjustment.

The sum of Previous Budget and Current Adjustment. This is the amount allocated.

Assigned by Sponsored Programs Services for internal use.

The facilities and administrative (F&A) cost rate charged the sponsor. See 40.25. To view the current F&A Cost Rate Agreement, go to the Sponsored Programs Services web site at:

http://www.sps.wsu.edu/

Ninety days prior to the termination date of the account, Sponsored Programs Services sends a checklist to the department and the principal investigator. The checklist includes items to be reviewed prior to project termination, e.g., Personnel Action changes, agency approvals, cost-sharing considerations, Effort Certification Reports.

The department and principal investigator are not to spend or obligate account monies after the project's termination date. See 40.03 for expenditure deadlines.

Sponsored Programs Services closes the account after:

• All outstanding encumbrances and obligations are paid.


• All overdrafts are cleared.


• Cost sharing obligations are met.


• Reports are sent and approved.


• Funds are received from the sponsor.