Research

Fiscal Responsibilities

Every University employee has a responsibility to ensure that University and research funds are used to advance the mission of the University and the academic needs of the students. Remember that a research agreement or contract is between the sponsor and the University. Please take a minute to review your responsibilities as a principal investigator and the responsibilities of the Sponsored Programs Accounting office.

Your Fiscal Responsibilities

Every university employee has a responsibility to ensure that university and research funds are used to advance the mission of the university and the academic needs of the students.

Individuals have the responsibility of ensuring that all authorizations or expenditures comply with university expenditure policies as well as with any sponsoring agency or donor restrictions and applicable policies.

A good rule of thumb is to always consider the appropriateness of the expenditure. Should the expense be paid from public funds?

Fiscal controls must include a system of supervisor checks and balances at all levels of the organization for all expenditures. Reviewing monthly account statements and payroll reports for accuracy is one example of a check and balance. The Financial Services and Operations Department and Sponsored Programs Accounting are always available for consultation.

Other's Responsibilities

Sponsored Project Responsibilities 

Every university employee has a responsibility to ensure that University and research funds are used to advance the mission of the University and the academic needs of the students. Remember that a research agreement or contract is between the sponsor and the University.

Principal Investigator Responsibilities  

  • Pre-award
    • Proposal development and initial budget development
    • Conflict of interest disclosure and management
    • Subcontractor identification and documentation
    • Agreement with all terms and conditions, with emphasis on performance criteria, technical reports, deliverables, and termination conditions.
  • Post-award
    • Ensure appropriateness and reasonableness of expenditures and determine if allowable
    • Manage expenditures within start and end dates, not to exceed the award amount
    • Initiate requests for re-budgeting, cost transfers and time extensions
    • Approve payment of subcontractor invoices
    • Monthly review of interim financial reports
    • Ensure that all graduate students and post-docs supported by the project receive training in the responsible conduct of research.  For more information see: https://www.mtu.edu/gradschool/resources-for/students/academic/rcr/
    • Document cost share/matching funds if required (including review and approval of in-kind cost share)
    • Review and approve project payroll certifications
    • Timely financial close-out of project
    • Maintain research records, notebooks, etc., as appropriate
    • Prepare technical reports and provide other deliverables
    • Hire and supervise soft-money personnel as required
    • Ensure regulatory compliance in the conduct of the project
    • Participate in the collection and funding of outstanding receivables from research sponsors

Department Chair or School Dean  

  • Approve departmental cost-share and space requirements
  • Monitor faculty and staff effort
  • Oversee the project administration by principal investigator, including cost and effort reporting and unexpended balances in firm-fixed-price projects
  • Participate in negotiations with sponsor when technical reports are incomplete or deliverables are unacceptable to sponsor
  • Responsible for costs incurred in excess of the award amount and for disallowed unauthorized expenditures
  • Responsible for cost-share shortfalls, both cash and third party in-kind
  • Approve substantial modifications or re-budgeting
  • Participate in the collection and funding of outstanding receivables from research sponsors

College or School Dean 

  • Approve college-level cost-share and space requirements
  • Participate in negotiations with sponsor when technical reports are incomplete or deliverables are unacceptable
  • Approve substantial modifications or re-budgeting (including transfers)
  • Participate in the collection and funding of outstanding receivables from research sponsors

Vice President for Research 

  • Approve university-level cost-share and space requirements
  • Provide authorized university signature on proposal submissions
  • Responsible for regulatory compliance in sponsored research
  • Participate in negotiations with sponsor when technical reports are incomplete or deliverables are unacceptable
  • Participate in the collection of outstanding receivables, when technical issues are the reason for non-payment

Sponsored Programs Office

  • Negotiate terms and conditions relating to budgets, indirect costs, and other University policies
  • Develop and/or approve project budgets prior to transmission to sponsor
  • Recommend acceptance of awards on behalf of the University
  • Develop and negotiate sub-awards
  • Negotiate, authorize, review, and process contract/grant modifications
  • Maintain proposal and award database
  • Authorize account establishment
  • File intellectual property and sub-award interim and close-out documents

Sponsored Programs Accounting Responsibilities 

  • Establish a research budget and index number in the accounting system 
  • Review and monitor project expenditures and reallocations, in accordance with University Policies and Procedures, OMB Circulars A-21, or A-110, and with any other general or specific regulations issued by federal, state, and other sponsoring agencies. 
  • Prepare and submit sponsor’s financial reports and invoices as required according to the sponsored agreement
  • Collect outstanding balances due to Michigan Tech from unpaid billings submitted to the external sponsor
  • Develop and prepare required Michigan Tech financial reports
  • Assist principal investigators in the financial closeout and termination of sponsored projects
  • Prepare and submit appropriate close-out documents
  • Coordinate audits conducted by external and internal auditors

Dean of Graduate School 

  • Approve GACS cost-share

Technology and Economic Development 

  • Review and negotiate intellectual property terms and conditions in sponsored agreements
  • Administer Michigan Tech intellectual property policies and procedures

Conflict of Interest Coordinator 

  • Provide conflict of interest review and, if necessary, develop a mitigation plan

 Property Office 

  • Perform equipment tracking, inventory, and reporting to project sponsors

 Purchasing Office 

  • Track and report minority vendor information (MBE/WBE)