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I.        PURPOSE

To establish the respective responsibilities of the Grants and Contracts Department and the Principal Investigator in the administration of Grants and Contracts.

Under the direction of the Senior Vice President for Academic Affairs, the Vice President for Finance and Treasurer, and the Research Deans, shall ensure compliance with this policy. The University Controller, and the respective Department Chair/Unit Head shall implement this policy.

A.    Funding: Grants and Contract Proposals, 00-01-50-90:00

A.    Requirements:

        It is the University of Medicine and Dentistry's responsibility to ensure all grants and
        contracts are administered in compliance with University policies as well as in
        accordance with the applicable funding agency rules and regulations.

B.     Responsibilities:

        1.    The PRINCIPAL INVESTIGATOR is responsible for:

               a.    the complete, accurate and timely management of both the programmatic and
                      fiscal aspects of the grant or contract;

               b.    reviewing award budget and notifying the Grants and Contracts Department
                      of any changes;

               c.    pre-approving all expenditures (i.e. change in source of funds, purchase order
                      requisitions, honorarias, travel, etc.) to be presented to the Grants and
                      Contracts Department for processing;

               d.    reviewing monthly budget/expense activity reports for accuracy and
                      subsequently advising the Grants and Contracts Department of any necessary
                      changes within 60 days or sooner, if required by Grantor guidelines;

               e.    reviewing monthly effort certification as provided by the Grants and
                      Contracts Department for accuracy, annotating any changes to certification
                      before signature and initiating the necessary documentation within 30 days;

               f.     initiating the necessary paperwork, documentation and supporting justification
                      for any cost transfer request;

              g.    providing the Grants and Contracts Department documentation and
                     supporting justification for any re-budgeting request, after obtaining the
                     Research Deans approval and sign-off;

              h.     notifying the Grants and Contracts Department of any changes that affect
                      billing, receivables, and awards;

              i.      reviewing and approving the Report of Expenditures as prepared by the
                     Grants and Contracts Department;

              j.      removing or transferring personnel, and all associated charges, from a grant
                      on or before its expiration date to prevent deficits;

              k.    notifying all in-house services (i.e. IDT's, telephone, etc.) of appropriate cost
                     center(s) to be either charged or credited; and

               l.    providing an alternate funding source for personnel on expiring grants and
                     contracts.

       2.    The GRANTS and CONTRACTS DEPARTMENT is responsible for:

              a.    notifying the Principal Investigator, Department Chair, and Unit Research
                     Office of a grant award within two weeks of receipt of funds or notice of
                     award; setting up the budget according to Grantor Award Notification and
                     applicable policies of the Unit;

              b.    reviewing all financial expenditures presented by the Principal Investigator for
                     funds availability as well as allowability by grantor and University guidelines;

              c.    providing the Principal Investigator with accurate monthly budget/expense
                     activity reports by the third week of the following month. These reports will
                     provide the information necessary to monitor spending and avoid deficits;

              d.    reconciling discrepancies and/or implementing changes within 30 days of
                     receipt of the request from the Principal Investigator;

              e.    providing the Principal Investigator with effort certification report on a monthly
                     basis;

              f.     ensuring that all cost transfers are completed in a timely manner, properly
                     documented and allowable according to University and Grantor guidelines;

              g.     reviewing all re-budget requests for funds availability and allowability by
                     Grantor, University, and Unit guidelines. As necessary, the re-budgeting
                      request will be forwarded to the respective Grantor for approval;

              h.     billing, maintenance of receivables and drawdown of funds;

              i.     preparing and submitting Reports of Expenditures to the respective sponsor
                    and providing a copy to the Principal Investigator for review and approval
                    prior to submission to sponsor;

              j.    closeout, inactivation, and deletion of the expired grant;

              k.   maintaining the financial integrity of each grant;

              l.    notifying the Principal Investigator and their Department Chair, 90 days prior
                    to the termination of a grant or contract of any commitments which must be
                    resolved, and grant funded personnel who must either be transferred to an
                    alternate funding source or terminated;

            m.    in the event of a potential deficit when the Principal Investigator does not
                    provide an alternate funding source, the Department Chair, must be notified of
                    the potential deficit within 45 days prior to grant expiration. The Department
                    Chair must guarantee resolution.

__________________________________
Senior Vice President for Academic Affairs

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