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7. Financial / Technical Administration Process
Process
  • DRA assists the PI with the appropriate administration of the project by serving as a knowledgeable resource for the PI in the interpretation and application of rules, policies, and procedures.

    • PI/DRA internally tracks budget, encumbrances, salary and subcontract commitments, and expenses.
  • PI initiates and DRA coordinates recruitment efforts and personnel appointments of individuals hired, continued, or terminated on project.

    • PI/DRA submits payroll distributions for personnel on project.
  • PI/DRA processes Tuition Waiver Request Form 1 payments for students working on project as approved in the budget.
  • PI/DRA ensures that travel is authorized, expended and reimbursed according to University and sponsor policies and procedures.

    • PI/DRA makes purchases and incurs expenses on the project as allowable according to University and sponsor policies and procedures.
  • DRA processes receipt of goods according to USF policy and Florida Statute for prompt vendor payment (within 5 days of receipt of goods and services).
  • If grant/contract includes a subcontract, PI/DRA reviews subcontract terms and monitors subrecipient billing and deliverables for compliance. PI reviews and approves subcontractor invoices and submits for payment.

    • DRA ensures that ledgers are reconciled on a monthly basis and investigates any discrepancies. DRA provides monthly financial reports to the PI and assists in monitoring encumbrances and expenditures to ensure accurate and appropriate charging is taking place.
  • PI/DRA prepares documents and provides justification to Sponsored Research for rebudgeting, as appropriate.

    • PI/DRA tracks cost sharing commitment to ensure commitment is met.

    DRA reviews Remaining Spending Authority (RSA) Check on biweekly basis to ensure payroll distributions are correct prior to payroll posting.

    DRA prepares and submits expenditure transfers, as appropriate, through RNS (Right Now Service).

    DRA reviews and adjusts, as necessary, PERT reports for department and compares the calculated effort based on pay distribution to committed effort.
  • PI provides sponsor with deliverables and non-financial reports as outlined in award terms and conditions. In the role of supporting the PI, the DRA may be involved in facilitating timely submission.
  • PI/DRA provides information to RFM on pending transactions not yet posted to FAST; RFM provides sponsor with financial reports.
  • PI/DRA/Sponsored Research/Sponsor discusses any re-negotiations of terms and conditions of award. Sponsored Research requests sponsor approval, when required, and notifies RFM as appropriate.
  • PI prepares carry forward requests as needed; Sponsored Research submits requests to sponsor and notifies RFM.

    • PI/DRA provides documentation for audit requests, as needed.