The University of Hartford takes its
fiduciary responsibility of sponsored grants and contracts very
seriously and is constantly monitoring compliance with Federal,
State and University policies, procedures and regulations. The objective of this
section is to clearly document the roles, responsibilities, and
expectations of individuals involved in the grants administration.
Primary responsibility for adhering to these policies and procedures
rests with the following individuals/departments.
Office of Institutional Partnership and Sponsored Research (IPSR) Responsibilities
The University of Hartford is legally
and financially responsible and accountable to the funder for the
performance of a sponsored activity and the proper use of funds. On
behalf of the University of Hartford, the Principal Investigators,
the Office of Grants and Contracts, and the Financial Accounting
Services Department ensure the performance of the fiduciary
responsibility for externally funded projects. Therefore, all must
work closely together in proposing, negotiating and conducting
sponsored projects.
Consult with IPSR on possible funders and specific
opportunities.
Submit letter of intent (placeholder) to IPSR for review
before submitting to funder.
Obtain project approval from Dean and Dept. Chair.
Submit proposal drafts to IPSR for review.
Obtain approval from either IRB or IACUC committees.
Develop and submit final proposal draft to IPSR.
Submit official notification of grant award to IPSR.
Submit subcontract specifics to IPSR for subcontract
drafting.
Advise IPSR of budget revisions.
Submit requests for extensions to IPSR for processing.
Monitor all expenses charged to the grant account -- especially O
& M, Phone, Aramark, and Postage-- to ensure expenditure of all
awarded funds in a timely manner.
Submit grant reports -- interim, progress, final -- before due dates.
Submit financial documentation to Accounting for review prior to
submission to funder.
Monitor sub-recipient contract expenditures.
Verify accuracy of time allocated on Time and Effort Reports;
submit to IPSR in timely fashion.
Monitor matching for University and sub-recipients of grant.
Ensure that the project stays within the scope and objectives of
the original proposal.
Comply with all terms and conditions of the grant.
Follow all university policies (financial and academic) as well as
the policies of the sponsoring agency, federal and state regulations and laws.
The Financial Accounting Services
Office is responsible for the overall financial administration of
all grants for the University of Hartford
and will follow standard accounting practices and strictly adhere to
all University policies, and federal/state regulations. Specific
responsibilities include:
Work with IPSR and PI to insure compliance with University of Hartford
policies, Federal and State regulation.
Set up all grants and budgets in Banner accounting system.
Review all grant Order for Checks and Personal Expense Vouchers before they are entered into the accounting
system for budget availability and contract conditions.
Audit and sign off on salary expenditures for grants to insure
compliance and budget availability.
Audit and process all budget revisions in accordance with
sponsoring agency policy.
Review, audit and sign-off on all other financial reports leaving
the University of Hartford.
Work with PI’s to help them understand the Banner Finance system
and answer questions regarding their grants.
Prepare schedules for and obtain information for external audit
reviews of State and Federal Grants.
Act as liaison between our external auditors on the Connecticut
State Single Audit and the A-133 Federal Audit reports.
Work with IPSR and Internal Auditor to insure proper
internal controls and procedures.
Work with IPSR to train PI’s
about the Grant process and responsibilities.
