Departmental personnel, including the PI, Program Manager, Fund Manager and their delegates, are primarily responsible for the fiscal management of awarded projects since these are the people completing the work and they possess the most first-hand knowledge of what the project entails. These grant management financial responsibilities include (but are not limited to) the following tasks:

1. Monitor all project fund activity throughout the term of the award.
2. Ensure project budget is correct and updated appropriately.
3. Ensure revenues have been received and recorded in the project fund, or understand how revenue will be earned/received.
4. Ensure only expenses directly related to the project post to the project fund. Maintain adequate documentation. Departments have primary compliance responsibility.
5. Complete any programmatic, technical, deliverable or progress reports required by the sponsor.
6. Bill for revenue based on service provided, milestones, per patient, scheduled payment and report any applicable cost share/matching. (not cost reimbursement)
7. Ensure any cost sharing requirements are met and documented.
8. Ensure effort reporting on the fund is accurate and certified.

The mission of OSP is to support faculty and staff in identifying, obtaining and maintaining external funding that supports the TTUHSC mission of instruction, research and patient care. Upon receipt of an award, OSP provides assistance and oversight of the project and acts as the liaison between the funding agency and the institution. The mission of RIO is to foster the protection of research participants, both human and animal, in accordance with established ethical principles, federal and state regulations, TTUHSC policy, and Assurance on file with the DHHS Offices of Human Research Protection and Laboratory Animal Welfare. RIO provides oversight of TTUHSC policies related to regulatory compliance. The following grant management tasks are the responsibility of OSP/RIO:

1. Act as liaison between the funding agency and the institution. All requests, applications, proposals or other types of solicitations for sponsored programs funding must be coordinated through, and submitted by, OSP.
2. Assist in identifying and obtaining external funding.
3. Communicate any changes to the original award document.
4. Serves as primary reference office for questions or clarifications of funding agency guidelines and regulations.
5. Negotiates F&A rate with sponsors, communicates rate to Accounting Services.
6. Reviews certain budget revisions to ensure compliance with sponsor guidelines and appropriate alignment of funding. Works with department and sponsor to obtain budget adjustment approval.
7. Works with department and sponsor to obtain project extensions. Should be based on technical progress of the project. Communicate changes to Accounting Services.
8. Determines if effort reporting is required on sponsored projects. Communicates information to Accounting Services. RIO assists in effort certification process.
9. Negotiates subcontracts, ensures appropriate information is included in the agreement and communicates subcontract award information as needed.

Accounting Services primary responsibility is to accurately report the financial position of the University, its departments, and business activities for various constituencies including all who may have a vested interest in the financial activity and status of the University. Within this scope is the secondary oversight responsibility of all financial transactions recorded in the finance system of the University. This responsibility requires that Accounting Services be service oriented relative to the financial needs of each department while still assuring that all transactions adhere to Institutional policies and procedures, governmental accounting standards, and rules established by the authoritative governing bodies. The following are Accounting Services responsibilities in regard to the financial management of grants:

1. Review new fund setups, ensure information is accurately captured in Banner and properly classified for financial reporting.
2. Review certain budget revisions for accuracy or appropriateness.
3. Review cost transfers, IPFTs and revenue distributions in FiTS to ensure adequate justification is provided, appropriateness.
4. Secondary review of posted transactions, specific questionable costs will be directed to fund manager/departmental personnel.
5. Complete grant revenue billing for all cost reimbursement grants/awards and report applicable cost share/matching. Federal Letter of Credit, Federal/State/Private billing. Enter AR.
6. Complete all financial reporting required by sponsor. Work with departmental personnel to ensure cost share is met/reported.