Expenditures and Financial Reporting
Expenditures and financial reporting
The University Corporation at Monterey Bay (UCorp) Grants Accounting staff provides nearly all post-award administration for public and private funding and ensures that the applicable regulations are followed. The Sponsored Programs Office (SPO) continues to provide allowability review of: Employee Status Forms (ESFs), Requests to Recruit, Subaward/Subcontracts (development and invoices against), and Expense Transfers. A flow-chart for grant-related documents is available on our Forms page under Managing Your Awards.
Allowability
University Corporation reviews grant-related expenditures prior to payment to ensure that the applicable regulations are followed and that the expenses are allowable. In addition to complying with the funding agency, expenditures are checked for compliance with OMB Circulars A-110, A-133 and A-21. Principal Investigators (PIs) are urged to always check with the Sponsored Programs Office, University Advancement or University Corporation staff prior to making purchases that might be questionable to the external funding agency.
Budget revisions/extensions/modifications
Throughout the life of your project, you will most likely encounter a time when you will either need to modify your budget or need a no-cost extension. SPO staff will work with the PI on re-budgets or extensions. It is important that these be done early, prior to the end of the project, and that they have the necessary justification.
Match
All matching funds must be applicable and allowable to the project. We must also be able to document all cost-sharing activities/funds. SPO staff will work with the PI to ensure that the correct documentation is made by the campus or outside parties.
Personnel
Human Resources All hires under externally funded projects are employees of the University Corporation (UCorp). All paperwork must be completed and turned in to University Corporation Human Resources (HR) at least one week prior to the time sheet due date. Contact University Corporation HR early to ensure a csmooth transition and hiring process. New regular/benefited positions are posted on the HR website for fair and open hiring practices.
Contact: University Corporation Human Resources
Payroll
University Corporation employees are paid twice a month. All time sheets must be turned in one week prior to the pay date.
Contact University Corporation HR for a payroll calendar.
Travel
The state and University Corporation abide by the same travel policies. Prior to travel, the "Request for Authority to Travel (RAT)" form must be completed. After the trip has been completed, a "Travel Expense Claim (TEC)" must be completed for reimbursement. For more information, please visit the University Corporation Travel web page.
Procurement
To avoid conflicts of interest, purchases should not be made from companies where PIs have a significant economic interest. University Corporation procurement cards are managed by the University Corporation's Procurement Department.
Purchase orders
The University Corporation encourages purchases (items or contractual services) via Purchase Requisitions (PRs). This method prevents the PI from spending their personal money, and provides for protections/competition of the purchases and compliance with inventory tracking. Please visit the University Corporation's websitefor a current version of every form, policies and procedures.
SPO staff will work with you to create a subcontract or subaward for services that are compliant with the funder's and the University Corporation's regulations.
Bidding procedures - Monetary levels:
1. Informal quotes
Purchases of $20,000 should be obtained by telephone for these purchases unless determined that it is not in the University Corporation's best interest. (Based on availability of vendors, delivery requirements and estimated savings through competitive purchasing methods.) Competitive quotes will be solicited whenever it appears that better prices might be obtained from alternate vendors.
$20,000 purchases should be obtained from a minimum of 3 vendors (see "Quotation Only" form).
2. Formal bids
$25,000 and over must be by competitive bids, except where the procurement section determines that the specified brand of trade name is the only article properly meeting the needs of the campus, otherwise all purchases above $25,000 must be sealed, formally bid, and the award made to the lowest responsible bidder meeting specifications.
The purpose of competitive bidding is to provide qualified bidders to enter the bidding process, to stimulate competition and to derive maximum benefit from grant dollars.
3. Sole source
When a request is made for a sole source purchase (when the specifications limit the bidding to one source and/or brand name), the ordering PI will include a "Sole Source Justification" with the Purchase Requisition according to the following:
- A specific description of the supplies or services required to meet the needs, and a statement of facts that show the unique qualifications of the services or items selected to satisfy those needs.
- A description of efforts made to locate other sources of supply.
- Documentation that the anticipated cost is fair and reasonable. This can be a comparison of prices when the item is generally available or, when the item is to be specially fabricated, an analysis of the manufacturer's cost.
Payment request
Vendors may be paid for project related purchases of less than $500, if:
- The purchase is allowable
- Sufficient funds exist in the account and subcode to be charged
- Justification/relevance of charge to the project
- Includes an original itemized receipt upon which the vendor's name if preprinted (especially restaurant receipts since grants will not pay for alcoholic beverages)
Contact:
University Corporation
Accounts Payable Technician
Bella Morgenstern, (831) 582-4083
Reimbursement
Project personnel may be reimbursed for project-related purchases of less than $500, if:
- The purchase is allowable
- Sufficient funds exist in the account and subcode to be charged
- Justification/relevance of charge to the project
- Includes an original itemized receipt upon which the vendor's name is preprinted (especially restaurant receipts since grants will not pay for alcoholic beverages)
Contact:
University Corporation
Accounts Payable Technician
Bella Morgenstern, (831) 582-4083
Internal monthly financial statements
Financial statements are generated by the Common Financial System (CFS) and are available for you to view (training and software/user ID are required). This report will show the monthly expenditure detail and a summary of all project activity for your grant. It is important that you review this statement closely for any errors and contact University Corporation Accounting or the Grants and Contracts Office for correction.
CFS training sessions are provided by Jennifer Stone. To view training class descriptions and register for classes, please view the CFS website.
Financial reports/invoices to funders
University Corporation Grants Accounting provides all financial reports and requests for reimbursement to the funder. To ensure accurate reporting based upon the financial statements, it is important that only the accounting department completes these reports .
- Judy Pohlman, (831) 582-3141
- Denise Wineglass, (831) 582-4647
- Kristin Alvarez, (831) 582-3108
Technical reports (periodic & close-out)
The Sponsored Programs Office and University Advancement are responsible for assisting PIs with technical reporting requirements by notifying you of upcoming deliverable deadlines, providing assistance with contractual obligations and submitting on behalf of the PI when required.
For details about technical reports, navigate to our page on Technical Reporting compliance.
This is a lot of information to remember. Please don't hesitate to contact us with any questions or concerns.
Congratulations on successfully completing an externally funded project at CSUMB. We look forward to continuing to work with you on future projects!