Office of Research

Cash Management

Cash Management Philosophy

Principal investigators must constantly monitor expenditures for grants and contracts to ensure that all expenditures comply with the terms outlined in the approved agreements. Project cost management practices are dictated by the specific terms in the signed agreement. Grants and Contracts Administration expedites invoices to program sponsors for cost reimbursement and monitors the accounts receivable to facilitate prompt payment by sponsors. All invoices for sponsored programs must be processed through Grants and Contracts Administration unless the department has obtained approval and training.

Reimbursement Requests

Most of Clemson University’s projects are performed on a cost reimbursable ("best effort") basis. Clemson University is generally liable to perform its "best effort" up to the cost level in the contract. The funds are not received at the beginning of the project. The projects are billed after the expenditures occur.

Reimbursement Requirements

Some sponsors require additional documentation to support invoices. When such supporting documentation is required, it should be submitted to Grants and Contracts Administration by the 15th of each month if it is to be included in the previous month’s invoice to the sponsor.

Invoices are issued monthly, quarterly or at times designated in the agreement.

Projects are separated into four major funding groups (designated by Field 5 of the chartfield string).

Subclasses 200-227 designate federal funding as follows:

200 Air Force
201 Army
202 Navy
203 Department of Defense (DLA)
204 NASA
205 Federal funds via non-university
206 NSF (National Science Foundation)
207 USDA (U.S. Department of Agriculture)
208 U.S. Department of Commerce
209 DHHS (Department of Health and Human Services)
210 DOEd (U.S. Department of Education)
211 U.S. Department of Transportation
212 U.S. Department of Labor

214 Federal to CURF via SC state agency
215 Federal Funds via Non-SC State Agencies
216 U.S. Department of Interior
217 SCUREF-Federal
218 EPA (U.S. Environmental Protection Agency)
219 DOE (Department of Energy)
220 HUD (Housing and Urban Development)
221 ARC (Appalachian Regulatory Commission)
222 Coastal Plains Regulatory Commission
223 Federal Funds via SC State Agencies
224 Miscellaneous-Federal
225 Federal Funds via CURF
226 Federal Funds via CURF via Other Agencies
227 Federal Funds via National Textile Center

Subclasses 230-237 designate state (of SC) funding as follows:

230 State Department of Education
231 State EPSCoR
233 SCUREF-State
235 Miscellaneous-State
237 State Agencies Outside SC

Subclasses 240-241 designate local government funding as follows:

240 Local Government
241 Local Municipalities Outside SC

Subclasses 245-249 designate private funding as follows:

244 International to CURF
245 Corporations/Firms
246 Private CURF
247 Foundations and Other Organizations-Associations-Societies
248 International Sponsors
249 Miscellaneous Revenue/Program Income

If direct costs are overspent, the department is contacted and instructed to make necessary corrections. Invoices for these projects cannot be generated until corrections are processed and appear on the current Budget Status Report. Corrections should be processed immediately. Facilities and administrative costs are handled by Grants and Contracts Administration. Project payments received by individuals or departments should be processed through Grants and Contracts Administration. Do not mail checks in interoffice mail. Checks should be hand delivered to Grants and Contracts Administration. The individual should endorse all checks made payable to individuals. Checks should be processed immediately and should not be held.

Collection Procedure

Grants and Contracts Administration (Grants and Contracts Administration) determines the course of action for collections for past due Grants and Contracts Administration invoices. Collection actions are conducted in accordance with the project agreement and are dependent on the sponsor (customer) and previous payment history. In general, collections proceed as follows:

  • Grants and Contracts Administration will analyze all outstanding invoices after 30 days.
  • After 60 days, the sponsor will be contacted by telephone and/or past-due reminder letter. The department that has incurred charges will be notified of non-payment at the discretion of the Grants and Contracts Administration staff.
  • After 90 days, Grants and Contracts Administration will send a second past-due letter, notify the department and advise the principal investigator (PI) to stop work on the project. Grants and Contracts Administration will continue to coordinate with the department, PI and the sponsor for past-due payments.
  • After 180 days, Grants and Contracts Administration will notify the Chief Business Officer. If deemed uncollectible, corrections will be required in coordination with Grants and Contracts Administration.

For the complete AR/Billing policy please see the "Accounts Receivable Policy" on the Comptrollers Web page.