Expense Processing

Signature Authorization

The principal investigator is responsible for complying with the financial and administrative policies and procedures of each award. Purchase requisitions or other instruments of project spending such as travel, materials and supplies, effort reports, and personnel time certifications must be signed by the individual who has signature authority for the project account. Signature authority may not be assigned to project staff unless the staff member occupies a managerial position within the administration of the project.

Additional Signature Requirements

If a principal investigator wishes to authorize another individual to sign for grant expenditures on his or her behalf, they must complete the Request for Additional Authorized Signers and submit the completed form to the assigned sponsored programs manager. The request from the PI to assign alternative signature authority will be considered by the Research Foundation on a case-by-case basis.

Determining Allowability, Allocability, Reasonableness, Consistency and Availability

Sponsored program managers apply specific standards to expenses charged against sponsored or restricted funds awarded through grants, contracts, cooperative agreements, and other agreements. The following principles are applied to determine whether expenditure will be approved:

Allowability - An allowable cost is one that complies with the requirements of the funding agency based on a determination of whether or not costs can be charged to a sponsored project as direct or F&A costs.

Allocable - A cost is allocable if the cost is included in the approved budget and is consistent with the scope of work contained in the proposal and resulting award.

Reasonableness - A reasonable cost is one in which the nature of the goods or services acquired or applied, and the amount involved reflect the action that a prudent person would have taken under the prevailing circumstances at the time the decision was made to incur the cost.

Availability - Means that funds are available prior to incurrence and expenditure. PIs are encouraged to contact their assigned sponsored programs analyst before making any commitment to funding or actual expenditure. Funds must be spent during the defined project period.

Consistency - In addition to considering whether or not the cost is necessary for the performance of the project, the nature and level of costs of the goods or services purchased should be consistent with sponsoring agency’s guidelines and with criteria that demonstrate common business sense.

Timeliness of the Requests for Reimbursements - all requests for reimbursements should be submitted within 30 days of the incurred expense.