Post Award Processing   

·         Most of the information herein can be found in the Wayne State University Grant and Contract Financial Administration Guideline, compiled by John Davis, Vice President for Administration and Finance (which can be obtained through Grant Accounting 577-3672)

Expenditure Documents                    

·         Use A-21 guidelines for compliance with expenditures on Federal Grants

·         Use APPM (Finance Section 1.3.1) for assistance on University guidelines

Grant & Contract

Tentative Requests / Cash Deficit Requests (Form Available in PDF Format)

·         Cash deficit form is required if the account is on an accrual basis or if there are currently no available funds in the account but funding is anticipated

·         Tentative requests should be submitted if award/contract will not be established by beginning date of the grant or if utilizing 90-day prior rule to incur expenses

o        Tentatives are requested for a 90-day period and must specify the expense areas. Dollar amount requested must be reasonable (not to exceed approved budget on FES). These requests are forwarded to Fiscal Affairs for review and approval.  Sponsored Programs Administration then provides final approval and input into Banner.

Re-budget Requests

·         Re-budget requests on grant and contract accounts must come through Fiscal Affairs, 1230 Scott Hall, for review and approval

Transfer of Expenses Request

• All requests must come through Fiscal Affairs
• Use a Change Order Request (COR) form if expense was not paid
• Transfer memos must:
• Clearly identify expenses to be transferred
• Include date of payment, document number, exact amount, and reason for request
• Requests must be made within 120 days of occurrence
• If applicable, PPS screens must be attached
• Requests for transfer of funds for closeout of clinical trial must include:
• Statement that study is closed or copy from IRB stating same
• “No further expenses or revenue expected”
• Verification that no open encumbrances exist
• Explanation and justification for residual balance
• Destination account number
• Principal Investigator’s signature
• For all transfer requests, verify whether account has Federal pass-through dollars.  If so, monies cannot be transferred unless stated otherwise in contract
• Types of transfers that may be ALLOWABLE, but are subject to close scrutiny by the unit, college and SPA:
• Transfer of an expense to a restricted account from an account which is in deficit
• Transfers which bring the balance in an account to zero
• Transfers that reduce an unexpended balance after termination date
• Transfer of an expense which has previously been transferred or certified on another Final report
• Non-payroll transfer requests should be submitted no more than 120 days after the initiation of the charge, but no later than the grant/contract termination date.  For payroll cost transfers please refer to § IV, subsection A – Payroll Costs.

• Types of transfers which are generally UNALLOWABLE:
• Transfer of a lump sum, unidentified expense to a restricted account
• Transfer of salary expense, not requested through the Payroll System
• Transfer of an expense into a restricted account, if the expense was not incurred within the award period

Grant Activity Reports

·         The COEUS Proposal and Award Database provides the official School of Medicine record for grant proposals and awards. Departments are provided with quarterly activity reports that must be reviewed and approved each quarter for omissions and/or errors.

·         Award Reports are queried by Principal Investigator, Department/College, Sponsor Type, or Special Category (animal usage, recombinant DNA, biological agents, federal funds, clinical trials, etc.). Proposal Reports are queried by Department/College or by Special Category.  The database dates to FY1998.

·         Pertinent data reflected on report includes: department credited for award/proposal, name of principal investigator, dollar amount of account authorization/proposal, sponsor, log number/account number, agency, etc.

·         If ad-hoc reports are needed, e-mail Maria Mykolenko at mmykole@med.wayne.edu.

Research Rankings

·         A comprehensive list of the nation’s medical school rankings as monitored annually by the AAMC (American Association of Medical Colleges), NIH (National Institutes of Health), and NSF (National Science Foundation), respectively, can be obtained by e-mail request to mmykole@med.wayne.edu