|
Medical College of Georgia Administrative
Policies and Procedures
Office of Primary Responsibility:
Division of Sponsored Program Administration
No. 7.0.06
Clearing Unallowable Expenditures
1.0 Purpose
This policy defines the action centers/institutes/departments
(“departments”) must take to clear unallowable expenditures from sponsored
accounts. It is the principal investigator’s responsibility to
appropriately manage the funds received from sponsors. Each department (via
the departmental manager or chair) must also monitor expenditures on
sponsored projects. If a sponsored project has expenditures that are
unallowable on a sponsored account (e.g., overspent budget or budget
category, expensed items that are not allowable by the sponsor, or expenses
that are inappropriate to the project), it is the principal
investigator’s/department’s responsibility to move those expenses off the
sponsored account in a timely fashion.
2.0 Definition
Unallowable expenditures are defined as expenditures in excess of the
budget or that are not allowed according to the sponsor’s guidelines.
3.0 Policy
The principal investigator/department should make every effort to spend
within the guidelines and budget. If an overdraft occurs or something is
purchased that is not allowed according to the sponsor’s guidelines, the
principal investigator/department must prepare a Cost Transfer within five
working days of receiving notice to move the expense.
4.0 Procedure
4.1 The Division of Sponsored Program
Administration,
Post-award will send a notice to the principal investigator and the
departmental manager, with a copy to the department chair, requesting that
an expense be moved from the sponsored project within five working days.
4.2 If the Cost Transfer is not received by
the Division of Sponsored Program Administration within five days, the
Division of Sponsored Program Administration will send a notice to the appropriate dean’s office, with a
copy to the department chair, indicating that the charge will be moved to
the departmental resident instruction budget unless another budget string
is provided within two working days.
Date: 1
April 2003 | Rev. No.: NEW | Rev. Date:
| No. 7.0.06 |