Fiscal Responsibilities

Every University employee has a responsibility to ensure that University and research funds are used to advance the mission of the University and the academic needs of the students. Remember that a research agreement or contract is between the sponsor and the University. Please take a minute to review your responsibilities as a principal investigator and the responsibilities of the Sponsored Programs Accounting office.

 

Sponsored Project Responsibilities 

Every university employee has a responsibility to ensure that University and research funds are used to advance the mission of the University and the academic needs of the students. Remember that a research agreement or contract is between the sponsor and the University.

Principal Investigator Responsibilities  

  • Pre-award
    • Proposal development and initial budget development
    • Conflict of interest disclosure and management
    • Subcontractor identification and documentation
    • Agreement with all terms and conditions, with emphasis on performance criteria, technical reports, deliverables, and termination conditions.
  • Post-award
    • Ensure appropriateness and reasonableness of expenditures and determine if allowable
    • Manage expenditures within start and end dates, not to exceed the award amount
    • Initiate requests for re-budgeting, cost transfers and time extensions
    • Approve payment of subcontractor invoices
    • Monthly review of interim financial reports
    • Ensure that all graduate students and post-docs supported by the project receive training in the responsible conduct of research.  For more information see: http://www.mtu.edu/gradschool/administration/academics/resources/rcr
    • Document cost share/matching funds if required (including review and approval of in-kind cost share)
    • Review and approve project payroll certifications
    • Timely financial close-out of project
    • Maintain research records, notebooks, etc., as appropriate
    • Prepare technical reports and provide other deliverables
    • Hire and supervise soft-money personnel as required
    • Ensure regulatory compliance in the conduct of the project
    • Participate in the collection and funding of outstanding receivables from research sponsors

Department Chair or School Dean  

  • Approve departmental cost-share and space requirements
  • Monitor faculty and staff effort
  • Oversee the project administration by principal investigator, including cost and effort reporting and unexpended balances in firm-fixed-price projects
  • Participate in negotiations with sponsor when technical reports are incomplete or deliverables are unacceptable to sponsor
  • Responsible for costs incurred in excess of the award amount and for disallowed unauthorized expenditures
  • Responsible for cost-share shortfalls, both cash and third party in-kind
  • Approve substantial modifications or re-budgeting
  • Participate in the collection and funding of outstanding receivables from research sponsors

College or School Dean 

  • Approve college-level cost-share and space requirements
  • Participate in negotiations with sponsor when technical reports are incomplete or deliverables are unacceptable
  • Approve substantial modifications or re-budgeting (including transfers)
  • Participate in the collection and funding of outstanding receivables from research sponsors

Vice President for Research 

  • Approve university-level cost-share and space requirements
  • Provide authorized university signature on proposal submissions
  • Responsible for regulatory compliance in sponsored research
  • Participate in negotiations with sponsor when technical reports are incomplete or deliverables are unacceptable
  • Participate in the collection of outstanding receivables, when technical issues are the reason for non-payment

Sponsored Programs Office

  • Negotiate terms and conditions relating to budgets, indirect costs, and other University policies
  • Develop and/or approve project budgets prior to transmission to sponsor
  • Recommend acceptance of awards on behalf of the University
  • Develop and negotiate sub-awards
  • Negotiate, authorize, review, and process contract/grant modifications
  • Maintain proposal and award database
  • Authorize account establishment
  • File intellectual property and sub-award interim and close-out documents

Sponsored Programs Accounting Responsibilities 

  • Establish a research budget and index number in the accounting system 
  • Review and monitor project expenditures and reallocations, in accordance with University Policies and Procedures, OMB Circulars A-21, or A-110, and with any other general or specific regulations issued by federal , state, and other sponsoring agencies. 
  • Prepare and submit sponsor’s financial reports and invoices as required according to the sponsored agreement
  • Collect outstanding balances due to Michigan Tech from unpaid billings submitted to the external sponsor
  • Develop and prepare required Michigan Tech financial reports
  • Assist principal investigators in the financial closeout and termination of sponsored projects
  • Prepare and submit appropriate close-out documents
  • Coordinate audits conducted by external and internal auditors

Dean of Graduate School 

  • Approve GACS cost-share

Technology and Economic Development 

  • Review and negotiate intellectual property terms and conditions in sponsored agreements
  • Administer Michigan Tech intellectual property policies and procedures

Conflict of Interest Coordinator 

  • Provide conflict of interest review and, if necessary, develop a mitigation plan

 Property Office 

  • Perform equipment tracking, inventory, and reporting to project sponsors

 Purchasing Office 

  • Track and report minority vendor information (MBE/WBE)