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Research Administration Handbook (Post-Award)

Rutgers University's Research Administration Handbook is a comprehensive tool and reference guide designed to support Principal Investigators and other staff responsible for the administration of sponsored programs. For Pre-Award guides, visit the newly revised Pre-Award Research Administration Handbook.

Post-Award

Accounts Receivables

Accounts Receivable Management

This policy provides guidance to ensure the proper monitoring and timely collection of sponsored projects Accounts Receivable.

Cash Application

This policy provides guidance on the accurate and timely application of sponsored award related cash.

Write-Offs

Write-offs are necessary to realign current assets on the university's balance sheet. These actions give a better picture of the university's fiscal health.

Audits and Other Financial Reviews

Audits

This policy provides guidance on the appropriate response to pending audit actions.

Record Retention

This policy provides guidance to the University on maintaining appropriate sponsored program records.

Grant Expenditures Management

Allowable Costs

This policy provides guidelines for defining allowable costs on sponsored projects funded by the Federal government and other sponsors.

Capital Equipment Management

This policy provides guidance to Principal Investigators and department personnel on the compliant management and tracking of sponsored equipment above and beyond the Rutgers Property Management requirements.

F&A Costs

This policy provides guidance on the inclusion of appropriate Facilities and Administrative costs in sponsored program budgets and post-award monitoring of F&A expenses.

Fringe Benefits

The policy provides an explanation of Rutgers University Fringe Benefit Rates and their application to sponsored projects.

Human Subject Compensation

This policy establishes the requirements for Rutgers University to comply with requirements of the Human Subject Protection Program, University Human Resource policies and practices, the Internal Revenue Service, and University purchasing, and payment policies related to human subject payments.

Overspending

This policy provides guidelines for the prevention, communication, and resolution of unauthorized overspending on sponsored projects.

Participant Support

Participant support costs are those direct costs paid to (or on behalf of) participants or trainees (not employees) for participation in meetings, conferences, symposia, workshops, and/or other training projects when there is a category for participant support costs in the award.

Salary Cap

This policy provides guidance on the post-award monitoring of salaries that exceed sponsor specific salary caps.

Salary Compensation

This policy provides guidance on the types of salary expenses that may be charged to sponsored programs.

Travel Costs

This policy provides guidance to Principal Investigators and staff for travel associated with sponsored programs and to establish guidelines and procedures for compliance with Federal regulations and sponsor requirements.

Grant Financial Reporting

Effort Reporting

This policy is a standard bi-annual requirement by the University to confirm that salary charges made to sponsored programs are allowable, allocable, reasonable, and justifiable in relation to the actual work performed.

Financial Reporting

This policy provides guidance to ensure the University submits accurate and timely financial reports in compliance with federal regulations and other sponsors requirements.

Invoicing

This policy provides guidance to ensure the University submits accurate and timely invoices and receives payment for all sponsored program expenses in compliance with federal regulations and other sponsors requirements.

Identifying and Tracking Program Income

This policy provides guidance on the proper identification, tracking and reporting of program income on sponsored awards.

Managing Sub-awards

Subrecipient Monitoring

This policy provides guidance to Principal Investigators, department personnel, and Research and Sponsored Programs on Research Financial Services’ role in ensuring the University adheres to subrecipient monitoring requirements.

Opening and Closing Grant Sponsored Awards

Advance Accounts

This policy establishes requirements for the use and management of advance accounts in compliance with Federal regulations and sponsor policies.

Clinical Trials Management

This policy provides guidance on the accurate and timely completion of clinical trial invoices, revenue recognition and/or confirmation of completion of milestones or other activities in compliance with federal regulations and other sponsors requirements.

Financial Closeouts

This policy provides guidance for all sponsored program closeouts in compliance with federal regulations and other sponsors requirements.

Oracle Setup

This policy provides guidance to the Rutgers community on the establishment of sponsored programs in Oracle Fusion Cloud.

PI Departure / Relinquishment

This policy provides guidelines to support the compliant and efficient transfer (relinquishment) of sponsored awards.

Residual Balances

This policy provides guidance on the disposition of residual funds on sponsored projects after the satisfactory completion of the project.

Processing Cost Transfers

This policy provides guidance with the establishment of requirements, in alignment with Federal cost principles, for processing cost transfers of direct costs to or from sponsored projects.

Re-Budgeting

This policy outlines expectations for the rebudget of a sponsored award and provide guidance on how to request a rebudget/reallocation prior approval from sponsor.