The College of Engineering & Science Grants and Contracts Administration Office (Post-Awards), serves in three primary roles for the college. The first is as a liaison between the college Principal Investigators (PIs) and the University Grants & Contracts Administration office. The second is as a project manager for FUND 20 projects, and the thirds is as an auditor, serving as the point of contact for compliance issues at all levels.
Michelle Duncan, far left, leads the Grants and Contracts Administration Office, which is made up of (standing, left to right) Lynn Boiter, Tracy Gambrell, Cheryl Summers, (kneeling, left to right) Phillip Boyer and Phillip Hughes.
Facilities and administrative (F&A) costs are defined as those costs that are incurred for common or joint objectives of the University, and therefore, cannot be identified readily and specifically with a particular sponsored project, an instructional activity, or any other institutional activity. These costs are comprised of a number of components. Facilities includes depreciation and use allowances, interest on debt association with certain buildings, equipment and capital improvements, operation and maintenance expenses, and library expenses. Administration includes general administration and general expenses, departmental administration, and sponsored projects administration. More information here.
*Online tool for faculty
*Can be accessed through CU Blackboard
*Grants & Contracts Accounting
*Access to financial research project information
Effective 2/24/2014, the procedure for transferring remaining project balances in fixed price contracts was incorporated into the policy on "Residual Balances in Fixed Price Contracts".
Remaining balances greater than 10% of the total original award require VPR approval prior to transfer. Full policy information can be found on the OSP website at http://www.clemson.edu/research/sponsored/Residual_balances.pdf.
Clemson policy states that travel "outside the continental United States, Alaska, Hawaii, Canada or Puerto Rico meets the definition of foreign travel and requires approval prior to departure."
U.S. Export Control regulations do apply to Canada; therefore, employees who travel to Canada must complete a foreign travel request form so the Export Control office can approve.
However, when submitting payment for Canada trips, out-of-state rates and account codes apply.
*Attach backup documentation to this form that shows your purpose for the trip (email, website, etc.).
*Give adequate time for approval prior to trip.
*Current routing/approval chain: PI->Department Head->CES Dean’s Office->CES Post Awards->CES Dean’s Office->CU Grants & Contracts Admin(GCA)->Export Control-> CU GCA->CES Dean’s Office->Department/PI
*Departmental personnel should attach APPROVED FT form to appropriate expenditure documentation (VISA charge, travel voucher, etc).
Payments made to a foreign national (non-resident alien) for activities occurring within the U.S. may be taxable under the IRS Revenue Code.
Policy and Procedure regarding these activities are located in the Finance Division Business Manual.
Questions regarding policy or payment procedures should be directed to Mack Howard, Director of International Employment, at 864-656-5589.
Incentive cards may be used as a tool to meet the business purposes of the University. They can be used to support research study participants and for awards or prizes to support student activities. As cash-equivalent instruments, incentive cards are governed by internal control requirements and may be subject to tax reporting. They must be distributed in accordance with the guidelines set forth in this policy.
Full policy can be found at http://www.clemson.edu/finance/business-manual/cts04pol.html
Paid from vouchers/NOT payroll
7550 Part Supp Incentive Cards
7551 Part Supp-Reimbursable Exp
7552 Part Supp-NonReimb-eg Stipends
7553 Part Supp-NonReimb-Foreign Nat
Be wary of processing corrections after the project end date. This could give the appearance of "zeroing out" remaining budget balances.
If corrections after the project end date are necessary, be sure to provide an adequate explanation.
CES Post Awards office intends to notify the principal investigator 3 months prior to end date.
End date of individual fund 20 projects. Your College contact person will coordinate with CU GCA.
If a no-cost extensions is needed, the request should be sent to GCA at least 30 days prior to the end date.
Confirmation of direct costs within 30 days after the end date if the project is closing. GCA’s time frame is dependent on the type of sponsor. Final invoices and final financial reports must be submitted within the required time frame.
Fiscal Year End – 6/30 – All expenditures that are incurred prior to 6/30 should be charged to the fiscal year that is closing.
Revised Federal OMB Uniform Guidance – effective 12/26/14. More details to come later.