89-17  Obsolete

Formerly 80-5

Problem Areas in Grant/Contract Administration
August 21, 1989

Certain items continue to be scrutinized by funding agencies and their auditors and are subject to varying degrees of restriction.  Before a project director makes a commitment in any of these areas, please check agency regulations for applicable restrictions or check with the appropriate project officer in Contract and Grant Administration, the Research and University Graduate School Office (for projects originating in units reporting to the Vice President-Bloomington), or Research and Sponsored Programs Office (for projects originating in units reporting to the Vice President-Indianapolis) to be certain the appropriate procedures are followed.  This can save you, the department, and Indiana University from embarrassing situations such as delayed payments, requests for after the fact approvals, etc.

Potential Problem Areas

  1. Compensation
    A.  Overtime payments
    B.  Supplemental and overload payments
    C.  Payments for services to staff performed outside their normal work day
    D.  Consultant payments (University and non-university project personnel)
    E.  Summer salary appointments
  2. General purpose equipment acquisitions (e.g., typewriters, calculators, file cabinets, computers and /or accessories, etc.)
  3. Foreign Travel
  4. Repair/maintenance agreements for equipment
  5. Telephone instrument rental charges (normally only long distance tolls are allowable)
  6. Subcontracts
  7. Participant expenses (e.g., stipend, travel, fees, room and board, etc.)
  8. Rebudgeting or special request letters to a granting agency; includes budget modifications, changes in senior project staff, etc.  (All correspondence and internal route sheets should list grant number and the Indiana University Account Number;  letters should be written by project director, reviewed for clarity and countersigned by the appropriate campus office).
  9. Meals and/or conference arrangements (both on and off-campus)
  10. Requisitions for large purchases being processed during the last month or two of a project
  11. Purchase of books, journals, subscriptions, etc.
  12. Documentation/justification to support consultant payments
  13. Transfer of charges from one account to another
  14. Deviations in the line item budgets (especially travel and equipment).