Medical College of Virginia Health Sciences Division. Office of Research Administration

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1 Medical College of Virginia Health Sciences Division Office of Research Administration

2 Monthly reconciliation of expenses on sponsor projects is a three-step process: 1. Administrator reviews and ensures there is backup documentation for all monthly expenses 2. Administrator communicates any areas of concern to the PI and provides any backup documentation requested to the PI. 3. PI views monthly expense report in PI Dashboard and certifies their review. PI must communicate any needed changes to their Administrator.

3 Role of the Administrator is to Ensure there is backup documentation for all expenses incurred. Verify award information is correct on Monthly Expense Report and in PI Dashboard. Verify salary charges and effort allocation are correct according to last PI approved levels. Determine if charges to project are allowable per awarded terms and conditions/federal regs.

4 Role of the PI is to Review the Monthly Expense Report online. Request to view backup documentation as needed. Confirm charges are reasonable and allocable to the project. Confirm effort allocation for project personnel is appropriate. Request changes as needed. Communicate any future plans that may impact the project and budget.

5 PI s may approve expenses on the front end, or may delegate to lab staff Several individuals may be initiating purchases on sponsored projects: lab staff, administrative staff, graduate students, etc. Some projects may call for monthly face-to-face meetings with administrators, while an dialogue works for others REMEMBER: Department administration in conjunction with their PIs must determine the right workflow for the department/project to ensure appropriate allocation of charges No matter the process, backup documentation must always be maintained for expenses on sponsored projects

6 What it is: A PDF snapshot of all expenses that hit a grant account/index during the previous month.

7 Where to find it: In the PI Dashboard two ways to access Use the link in the Alerts and Notifications portlet or use the link in the Reports portlet

8 What it is showing you: Total budget received to date on this index

9 What it is showing you: Total expenses that hit this index during this month

10 What it is showing you: Total expenses that have hit this index to date

11 What it is showing you: Remaining balance (does NOT include any projected payroll or other commitments)

12 What it is showing you: Salary and fringe for all personnel that hit the index during this month

13 What it is showing you: Transaction level detail for all other expenses that hit the index during this month

14 Simple, 4-step process: 1. Follow link to PI Dashboard in monthly notification .

15 Simple, 4-step process: 2. Click on the reports available for review notification.

16 Simple, 4-step process: 3. View PDF monthly expense reports for each individual index, or all indexes at once. Use these buttons to view and certify all indexes at once!

17 Simple, 4-step process: 4. After reviewing the reports, click on Certify review for each index or Certify all for all indexes at once.

18 Ensure expenses charged to sponsored funds are allocable to the project and are allowable costs. Comply with University policy requiring PI s to review expenses on their sponsored funds no less than monthly. Comply with Federal requirement for correction of errors within 90 days of expense posting.

19 August 1, 2013 notification s sent to PI s to certify monthly expense reports for the month of July Specific questions about information displayed on your expense reports? Contact your department or grant administrator Questions about the monthly expense report review process? Contact the Dean s office at

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