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.
Action
On Line Policy And Procedure Manual
Policies and procudure of both pre and post award have been documented in e-form and placed on the web page for the Office of Research and Special Programs.
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
Action
Billings
All active contract and grants are now billed on a timely basis. All monthly invoices are submitted by the the 10th of the month. Quarterly billings are completed within 15 days of the period end.
Action
Standard Invoicing
Invoicing has been standardized to reflect consistent categories with the Grant Accounting Report. Pre-Award budgets for proposals have also been standardized to allow easy transition to the grant account report format.
Action
Accurate Invoices
the new standardized invoices are reconcilled with the grant account report. All additions and corrections are made to the Grant Accounting report prior to finalizing invoices
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.
Action
Billings
All active contract and grants are now billed on a timely basis. All monthly invoices are submitted by the the 10th of the month. Quarterly billings are completed within 15 days of the period end.
Action
Standard Invoicing
Invoicing has been standardized to reflect consistent categories with the Grant Accounting Report. Pre-Award budgets for proposals have also been standardized to allow easy transition to the grant account report format.
Action
Accurate Invoices
the new standardized invoices are reconcilled with the grant account report. All additions and corrections are made to the Grant Accounting report prior to finalizing invoices
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
Action
Billings
All active contract and grants are now billed on a timely basis. All monthly invoices are submitted by the the 10th of the month. Quarterly billings are completed within 15 days of the period end.
Action
Standard Invoicing
Invoicing has been standardized to reflect consistent categories with the Grant Accounting Report. Pre-Award budgets for proposals have also been standardized to allow easy transition to the grant account report format.
Action
Accurate Invoices
the new standardized invoices are reconcilled with the grant account report. All additions and corrections are made to the Grant Accounting report prior to finalizing invoices
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.
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.
Action
Old Account Management
During the year we have identified old contract and grant accounts and have closed and written off the balances and or invoiced the sponsor in an effort to collect accounts. In a few cases we have refunded sponsors for amounts which were incorrectly charges or over billed.
Goal
Establish Compliance Standards
Establish compliance measures that insure that the contracts and grants are executed within the terms and conditions of the grants and contracts.
Objective
Time And Effort Reporting
consolidate and simplify time and effort reporting and provide electronically to the PI's
Indicator
Monthly T&E Reports
Monthly electronic T&E reports are distributed for certification
Criterion
Time and Effort is Certified
Distributed T&E reports are returned with certifications
Action
Time And Effort Reports
Time and effort reports have been modified to reflect on effort on particular grant or contract on one report. This allow the PI to obtain certification of all effort on the project and provide an overall certification. Monitoring is occurring on a monthly basis. Failure to submit reports can lead to disciplinary action including suspension of the project.