Principal Investigator

  1. Ensures that the sponsor’s funds are being expended for the proposed and awarded scope of work and that the expended Effort complies with the applicable UTD policies, procedures, and the sponsor’s governing regulations
  2. Assumes overall responsibility for programmatic aspects and financial stewardship of an award
  3. Completes and submits technical reports in a timely manner (interim and final)
  4. Initiates proposal submission, requests for budget revisions, and requests for no-cost extensions
  5. Initiates request for cost transfers in accordance with University and federal policy and procedures (OMB 2 CFR 200 – Uniform Guidance)
  6. Reviews and accepts subaward terms and conditions, subaward invoices, and manage subward performance
  7. Reviews and approves compensation confirmation
  8. Assists with collection efforts on past due invoices, as needed
  9. Monitors subrecipients to ensure compliance with federal regulations and both the prime and subrecipient award terms and conditions

Department Administrator

  1. Acts as a liaison between the Principal Investigator (PI) and the Research Office
  2. Assists principal investigator with proposal preparation
  3. Monitors and reconciles expenditures and balances to ensure allowability, allocability, consistency, and reasonableness to ensure spending within budget and to prevent over-expenditures
  4. Maintains backup documentation related to expenditures within terms and conditions of the award (record retention)
  5. Funds, monitors, tracks, and documents cost share commitments; manages and verifies compensation confirmation submissions
  6. Assists PI with request for budget revision
  7. Processes cost transfers in a timely manner, in accordance with University and federal policy and procedures (OMB 2 CFR 200 – Uniform Guidance)
  8. Initiates purchase order request for approved subaward agreements and assists with collection efforts on past due invoices, as needed
  9. Reviews invoices from subrecipient to ensure they are within the parameters of the subaward budget and question expenditures, if necessary
  10. Reviews, completes, and submits closeout checklist in a timely manner

Research – Office of Sponsored Projects (OSP)

  1. Notifies researchers regarding funding opportunities; sponsor policies and procedures
  2. Provides technical assistance in drafting, reviewing, and processing proposals for submission to sponsoring agencies
  3. Assists faculty with several types of contracts—those that support and fund research (e.g., Sponsored Research, Collaborative Research, and Research Services), as well as non-funded agreements needed to facilitate research (e.g., Material Transfer, Non-Disclosure, and Memoranda of Understanding)
  4. Receives award documents from sponsor and forward to Post Award Management for creation of a cost center
  5. Assists with non-financial post-award administrative functions

Research – Office of Post Award Management (OPM)

  1. Provides guidance and interpretation of federal regulations, agency specific requirements, and University policies and procedures.
  2. Ensures compliance with the requirements of the Office of Management and Budget (OMB) 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and audit requirements for federal awards; sponsor, state, and University policies; guidelines and regulations
  3. Establishes and monitors new cost center, cost share cost center, budget, and post-budget for all sponsored projects in conjunction with the School Fiscal Officer
  4. Approves expenditures on sponsored projects after PI has approved—including cost transfers, EPARs (personnel forms), and Auto Journal Entries (JEs)
  5. Audits expenditure balance and award activity to verify financial compliance with University and sponsor, state, and federal regulations, and to ensure allowability, allocability, and reasonableness
  6. Verifies and audits cost share in accordance with award terms and conditions
  7. Verifies and audits period of performance, record retention, and compensation confirmation to ensure compliance with University, sponsor, state, and federal regulations
  8. Verifies data within compensation confirmation submissions in accordance with University policies and procedures
  9. Initiates semi-annual compensation confirmation process
  10. Oversight of the financial management of subrecipient monitoring and ensures that the UTD’s subrecipient monitoring procedures are compliant with federal and other applicable regulations
  11. Assists Office of Finance in the closeout of a contract and grant
  12. Works with external auditors
  13. Responds to ad hoc audit requests (internal and external)
  14. Provides training, as needed

Finance – Billing and Receivable Office

  1. Billing and collection of receivables due to the University on the contract bill plan in financial system
  2. Ensures the timeliness and accuracy of all financial status reports
  3. Post-closing reconciliation of all the contract and grant cost centers
  4. Aging of invoices and collection procedure
  5. Participation in AFR Financial reporting and SEFA reports
  6. Disclosure statement (DS-2) and F&A Rate agreement negotiations
  7. Financial reporting, interagency contracts, and grants accounting (pass-through due to due from confirmation, closeout of grants, federal schedule preparation)
  8. Works with external auditors
  9. Responds to ad hoc audit requests (internal and external)