Sponsored Research

LAST UPDATED: March 20, 2017

What You Should Know

Receipt Accruals

Receipt Accrual Expenses will appear on your June 2017 reports, but F&A will not be calculated on those expenses, nor will SRA be billing the sponsors for the Receipt Accrual Expenses.

Learn more about Receipt Accruals.

SRA Year End Clean Up Job Aid

Click here to download or print a copy of the year end clean up job aid.

Year End Tasks Managed by Departments

  1. Review Fund A0014 Sponsored Research Holding Account. Transfer expenditures to the appropriate sponsored project chartstrings.
  2. Review Award Management Report and address any true deficit balances on ended/ending awards.
  3. Submit any Labor Accounting transfers for special payments, accrued vacation, and severance pay for FY16 and FY17, using paper form for manual processing.

Spreadsheet Journals for Sponsored Project and Cost Share Corrections

A separate spreadsheet journal must be prepared for sponsored project and cost share corrections and sent to sra@princeton.edu for validation and submission. Departments should not include non-sponsored related corrections on this spreadsheet journal.

Documentation Requirements for Journals to Fund G0001 Only:
Departments must always provide a copy of the Sponsored Project Detail Report (FIN050) highlighting all transactions being transferred to Fund G0001. This report will serve as the source document for determining if a cost transfer justification form (CTJF) is required for audit purposes. Cost transfers onto a G0001 chartstring that are requested more than 90 days after the end of the month in which the cost was originally incurred require a signed CTJF by the Principal Investigator. This form is located on the Finance and Treasury website, in the form library. Note: This documentation is not required for account code corrections or cost transfers between projects within the same award.

Prescribed Format for Description Field:
In order to adhere to the 30 max. character limit on the description field, departments should use the prescribed format in the example below.

Debit Entry Description field: To:10007002-1000001234-10/2014
Credit Entry Description field: Fr:10004213-1000001234-10/2014

Debit Entry
To:10007002 = project the expense is being transferred to
1000001234 = ten-digit original journal ID number (same as credit entry)
10/2014 = date (month and year) of the original journal (same as credit entry)

Credit Entry
Fr:10004213 = project that the expense is being removed from
1000001234 = ten-digit original journal ID number (same as debit entry)
10/2014 = date (month and year) of the original journal (same as debit entry)

Please contact your SRA Analyst if you have any questions or concerns regarding this process.
 

Year End Tasks Managed by SRA (with Departmental involvement as needed)

  1. Account Code Review
    1. SRA will review the following account codes on G0001 Funds only, to determine if departmental action is required:
      1. 6352/6360 (Office/General Supplies/Specialty Supplies) to 6456 (Scientific/Medical Supplies)
      2. 6361 (Office/General Capital Equipment) to 6551 (Scientific/Medical Equipment)
  2. Misclassification of Fund G0001 and Fund G0002 in chartstrings
  3. Dept. charged in chartstrings is NOT the project owning department.

Example: 23500 (Chemistry) owns Project 10004567. Every time Project 10004567 is used in a chartstring the Department number should always be 23500 in the chartstring.


 

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