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SPONSORED PROGRAMS OPERATIONS GUIDE

     
Types of Reports

Grants & Contracts Administration has many forms to be filed monthly, quarterly or annually. Although agencies are frequently changing, the following list represents current requirements.

NASA Form 1018, Report of Government-Owned/Contractor-Held Property. Annually, and at the end of a grant/contract, NASA will send this form for any NASA property in the University's possession. If no government property is in the University's possession, a negative report is required. The cost of the property must be $5,000 or greater to be reported.

Standard Form 269, Financial Status Report. Many federal sponsoring agencies require recipients to use the standardized financial status report to report the status of funds for all nonconstruction projects or programs. The federal sponsoring agency has the option of not requiring this form when adequate information is provided on other required forms. The frequency of these forms is also determined by the agency. These forms should indicate the financial status of federal funds, as well as nonfederal funds, provided as matching costs by the recipient.

Standard Form 270, Request for Advance or Reimbursement. This is a standardized form used by federal agencies when a letter of credit or predetermined advance methods are not used. The federal share to be reimbursed, and the nonfederal share contributed to the cost of the project, are to be shown on this form. In addition, the applicable indirect costs are reported.

Standard Form 272, Report of Federal Cash Transactions. Used by federal agencies when funds are paid to recipients through a letter of credit or with treasury checks. This report monitors cash paid to recipients and details disbursement information for each recipient agreement from the recipients.

Form DD 882, Report of Inventions and Subcontracts. A report required by the patent rights clause. This report may be required annually or semi-annually. Many federal agencies have an agency-specific version of a patent certification form.

Fiscal Reporting on Sponsored Projects. Grants & Contracts Administration is responsible for all fiscal reporting functions on research projects. These functions include preparation of invoices, ensuring proper charging of indirect costs, reporting required cost sharing, preparation of final fiscal reports, appropriate journal entries, and submission of any other data required to close out an account.

Technical Reports. Technical reporting is exclusively the responsibility of the principal investigator or project director. Delinquent technical reports can delay the payment of invoices.

Quarterly Disbursement Reports. At the end of each Federal quarter, the National Science Foundation and the Department of Health and Human Services require a Federal Cash Transaction Report which is prepared by the Office of Grants and Contracts Administration. A similar report is made to the Department of Education whenever cash is drawn down.

Accounting Reports

Accounts Receivable Report. Prepared monthly, and at year-end for inclusion in the annual financial statements.

Cash Management. Prepared for evaluation of sponsored programs cash management practices.

    
Indirect Cost & Fringe Benefit Rates

Indirect Cost Rates: 9/1/02 - 08/31/05

Fringe Benefits Rates. Please note that all fringe benefits are based on gross salary PLUS longevity pay. For budgeting purposes, it is recommended that a rate of 20% of salaries be used for full-time employees and 12% for part-time employees PLUS a fixed amount for premium sharing (health insurances).