Managing Project Expenses

GCA has created multiple reports to monitor sponsored program expenses.  These include Aging Receivables, Projects Closing, Error Controls, Projects with Cost Share, Projects in Risk Status, Projects with Subrecipients, and more.  Clemson also provides multiple queries and related reporting through the PeopleSoft financial system, while faculty may access daily updates through FBIS.  Please refer to the Management Report website for more information.

Charges to sponsored awards should be monitored at least monthly to verify expenses are being appropriately charged to the sponsored project and sponsoring agency. The University Chart of Accounts aids in the proper categorization of expenses by expenditure type. There are types of expenses that represent indirect cost categories. Because these type expenses often benefit more than a single project or award, additional justification and supporting documentation is required.

All Clemson University policies and procedures governing the expenditure of general funds of the University also apply to the expenditure of grant and contract funds. When the sponsor imposes additional controls and requirements on grant or contract funds, strict compliance is required. Financial commitments or expenditures should not be made until the grant is officially awarded and accepted or the contract has been fully executed or as provided for under a pending award account. Financial commitments or expenditures cannot be performed after the completion date of the project unless an extension is granted by the sponsor. If an extension of the project has been requested but official sponsor approval is pending, the department chair may approve a written request for preliminary extension of the project to Grants and Contracts Administration. If the sponsor does not approve the extension, the department must cover additional spending beyond the approved end date.

Rebudgeting

The PI or project director must establish and maintain the operating project budget according to the terms of the original agreement. Because sponsoring agencies differ in their policies for re-budgeting funds, Grants and Contracts Administration does not provide general re-budgeting guidelines. Contact Grants and Contracts Administration for specific guidelines and requirements if re-budgeting is necessary for your program.

Clemson University strongly suggests that cost share should only be included when the sponsor requires this contribution at the time of submission. Cost sharing may be represented as actual expenditures on non-personnel  items, effort contributed by Clemson personnel as a part of the project, costs provided by a third-party external to Clemson, or other similar sources. Cost sharing must be monitored and at times, directly reported to the sponsor. 

PIs and CPACs should closely monitor the “rate of burn” or percent expenditure on sponsored projects to ensure that projects are progressing as anticipated and that there are funds available to complete project goals.