Division of Research

Manage Expenses

Breadcrumb

Manage Expenses

Sound management of sponsored funds is critical in maintaining the public trust in research results and outcomes, its trust as research participants and its trust in how public and private funds are spent. Award management is a process that encompasses sponsor and University policies and procedures and is part of the post-award phase.

Successful management of an award includes the following key steps:

  • Ensure that your research/program staff are cognizant of their responsibilities and those of the University’s administrative offices. 
  • Abide by the key terms and conditions of your award, such as the approved scope of work and budget, required prior approvals, reporting, payment and publication rights.
  • Know and work within your sponsor’s rules and regulations and the University’s research and business policies, guidance and procedures.

Expense Management Policies and Guidance

Policies

Guidance for Managing Award Expenses

Budget Review

Review your award budget in Workday at the outset of the project and immediately notify Sponsored Projects if changes are required. Review of ongoing expenditures should occur at least monthly to ensure proper allocation of funds in accordance with the approved budget and budget justification.

Do not wait until the annual report or closeout to examine your account balance.

Cash Flow

The Post-Award team manages the cash-related activities of Brown’s sponsored projects. The goal is to maintain appropriate levels of cash flow for sponsored projects while ensuring financial compliance with federal regulations, sponsor requirements and University policies.

Post-Award staff provide the following cash management services to researchers at Brown:

  • Process Letter-of-Credit (LOC) cash draws and web-based invoicing for federal awards
  • Prepare and file the quarterly Federal Financial Report (FFR) for the LOC awards, and perform funding, cash and expenditure reconciliations
  • Process installment or cost reimbursement invoices for nonfederal or federal pass-through grants and contracts and act as the point of contact for billing inquiries
  • Process receipts of sponsor payments and ensure they are credited to the correct award and invoice.
  • Track sponsored project receivables and initiate collection communication
  • Reconcile sponsored project receivables and follow up on unbillable issues

The Post-Award team is responsible for the timely collection of accounts receivable with assistance from the departments (e.g., a payment may be 90 days overdue because a deliverable has not been submitted by the department); however, the department is ultimately responsible for any receivables that cannot be collected from the sponsor.

End-of-Award Expenditures

All purchases incurred within the last 90 days of a project period should be reviewed to ensure the item or service was received during the project period and determine how the item or service provided benefit during the project period, given that it was purchased close to the applicable end date.

Closeout Process

Refer to the closeout process for additional details regarding end-of-award expenditures.