Develop polices and procedures to govern post award administration of sponsored awards
Objective
Policies And Procedures Manual
Development of written policies and procedures for contract & grant awards
Indicator
Policy And Procedures Manual
Prepare a manual that lists policies and procedures for post award administration at SHSU.
Criterion
Policy and Procedures Manual
A written manual of the policies and procedures of the Contract & Grants Office at SHSU.
Finding
Policy/Procedrue Manual
The policy and procedure manual for contracts and grants in still being formulated and will be completed after a new director of Contracts and Grants is hired.
Action
Policy and Procedure Manual
This process to create the manual will continue and updates will be made as changes in procedure occur.
Goal
Clean Up Of Invoicing Function
Invoices for sponsored awards are submitted to sponsors timely, payments are received and outstanding invoices are followed up.
Objective
Invoices Are Prepared Timely
Invoices are prepared in accordance with the award's terms
Indicator
Monthly & Quarterly Invoices
Sponsors are billed monthly or quarterly as indicated in the award's terms and conditions
Criterion
Monthly & Quarterly Invoices
Monthly & Quarterly invoices are not delinquent and are prepared within the timeframe specified by the contract terms and conditions
Finding
Timely Invoices
This is an ongoing process that will be sampled when the department is fully staffed.
Action
monthly and quarterly invoices
No action at this time.
Objective
Invoices Are Prepared In Correct Format
Invoices to sponsors are prepared in the format specified by the award terms
Indicator
Correct Invoice Formats
Invoices will be prepared according to samples provided by sponsers.
Criterion
Formatting of Invoices
Invoices will be formatted according to the samples provided by sponsors.
Finding
Format of Invoices
This is an ongoing process and will be evaluated further when the office is fully staffed.
Action
Format of Invoices
Action will be taken when office is fully staffed.
Objective
Invoices Are Prepared Accurately
Invoices to sponsors are accurate and reflect expenditures incurred on the University's fianncial records
Indicator
Invoices Are Accurate
Invoices are mathematically correct, report costs in correct category and agree to amounts per the University's records
Criterion
Invoices are accurate and complete
Invoices submitted are correct, include required support documentation and reconcile to the University's Financial records
Finding
Accuracy on Invoicing
This is an ongoing process and will be evaluated when the office is fully staffed.
Action
Invoices accurate and complete
No further action at this time.
Goal
Clean Up Of Contract & Grant Awards
Closeout of old contract and grant awards to ensure all revenues due to SHSU have been recieved and the accounts may be removed from the University's financial records.
Objective
Review Of Old Contract & Grant Files
Review of old project files to determine if the project can be closed on the University's financial records
Indicator
Write Off Of Old Account Balances
Write off of balances on old accounts after reviewing project files
Criterion
Write off old projects to grant audit adjustment
Write off old account balances to grant audit adjustment account after review of old project file and approval by appropriate SHSU management.
Finding
Write off of accounts
This is an ongoing process and will continue when the office is fully staffed.
Indicator
Invoice Or File Claim On Old Accounts
Invoice sponsors for revenues not paid to SHSU on old accounts. For State of Texas accounts, file miscelaneous claim form.
Criterion
Invoice Old Accounts
Review old accounts and invoice sponsors where necessary. File miscellaneous claims form to State of Texas on state awards.
Finding
Reviewing old accounts
This is an ongoing process which is currently been put on hold due to 2 vacancies in the department.
Action
Invoicing old accounts
The invoicing of old accounts will continue when the department is fully staffed.