Finding the information that you need about research administration can be a very tough job. Navigating between University policies and Sponsor regulations can be treacherous, so we want to help you! We have compiled a list of the most common questions (with answers) posed to Finance and Operations. If you have a question that is not listed, click on the "Ask the Administrator" banner above to send your question directly to our team, who will research your question and have an answer back to you within one business day. We will update this page as questions come in.
How do I get set up in the eRA Commons?
How do I get my expense statement?
What should I be looking for when I reconcile my sponsored project speedtypes?
Someone's salary hit incorrectly on my expense statement. How do I get it fixed?
I don't recognize this charge in the non-salary section of my expense statement. How can I determine what it is?
Can I charge food for a meeting to my federal grant?
We have a lot of projects going on at one time in our lab. Can I charge all of the basic lab supplies to one of my funded projects until it is expended and then move on to my other speedtypes?
I have unspent funds in my grant. Can I request a no-cost extension to spend the rest of the money?
With careful spending in year 1 of my NIH project, I have some extra funds. There is a piece of equipment that would really help me move faster in completing one of my goals, but when I submitted the application, the equipment didn't fit into the original budget. Now that I have some extra funds, can I use them to buy the equipment?
When can I use Petty Cash?
What is the University code for...?
Contact Derek Humphrey (firstname.lastname@example.org or 216.368.2009). Provide him your name, phone number, Case email, and role (ie. PI, Administrator, etc.). He will do the preliminary set up. Within 24-48 hours, you will receive an email from the NIH eCommons with a link to complete registration.
There are a few different ways to get your end of the month expense report. NOTE: You may need to take specific training classes to have access to some or all of these systems.
This is not a simple answer. Monthly reconciliation requires you to look at project details in addition to the monthly expenses. The information provided in the statements will direct you to any necessary actions, such as correction journals, under/over spending, continuation applications, etc. For more information on how to read the expense statement, the SoDM has created a guide that will walk you through the parts of the expense statement. It can be found on the SODM Research website under the Internal Guidance link.
Corrections to salary distribution must be done through the HCM system and not a journal through the GL in Peoplesoft Financials. Follow these steps to process the correction:
Everyone has their own way of answering this question. A place to start is to look at the information for the charge provided by the expense statement and use that to determine how the charge hit the system (information on the fields can be found on the SODM Research Internal Guidance page). Once you determine the way the charge hit, you can then use the various Peoplesoft systems to backtrack and figure out who initiated the charge to get more information from that person.
There are five ways that a charge can hit:
Probably not. Unless the details were specifically spelled out and requested in your proposal, food charges are unallowable under federal projects. Charges for meals while traveling required by the project (to scientific meetings, conferences, etc.) are acceptable and follow the same reimbursement guidelines as all other University supported travel.
No. Anything charged to a federal project must be shown to provide 100% of its benefit to the project where it was charged. If you have multiple projects going on in the same lab space and they all use the same item, you should distribute the charge among all the grants in the proportion that it will be used. So, if your pipettes are going to be used by two projects, but one of them uses twice as many as the other, you should distribute the costs to reflect this – 67% to one and 33% to the other.
This is a bit of extra work, but the correct distribution is essential and part of the contract that the PI and the University agreed to when the grant was accepted.
No. Extending a project simply to spend down the remaining balance is unacceptable and specifically prohibited by most sponsors. When a no-cost extension is requested, the PI is certifying that there is work on that project which will extend beyond the current end date of the project. All sponsor regulations continue in full force during the continuation period.
If your project was awarded under the FDP Expanded Authorities (and most are – check your NOGA to make sure), then you can buy that equipment if it is in line with the original aims of the project.
The latest information from the Controller's Office is that Petty Cash accounts can only be used for study participant incentives. PC cannot be used for any reimbursement of CWRU employees. Those should be processed via a Payment Request in Peoplesoft.
|Fringe rate?||Indirect cost rate?||DUNS number?|
|FWA number?||EIN?||Cognizant Federal Agency?|
|Congressional District?||Date of IDC agreement?||Authorized signatory?|
|CAGE code?||Official mailing address?||Codes/info related to grants?|
You can find all relevant University identification numbers and codes on the OSPA Commonly Requested Information sheet found on the OSPA website Forms page here. Make sure you check often, as dates and rates change at least once per fiscal year.