800 University WaySpartanburg, SC 293031-864-503-5000
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The Institution maintains financial control overexternally funded or sponsored research and programs. (Control of sponsored research/external funds)
Control over externally funded and sponsored research and programs is maintained through the Sponsored Awards Office at the University of South Carolina Upstate (USC Upstate) in conjunction with the Sponsored Awards Management (SAM) and the Contract and Grant Accounting (CGA) Offices at the University of South Carolina (USC) Columbia.
All universities in the USC System follow common submission, reporting, and budget guidelines as determined by the USC Board of Trustees (Board). The Authorized Organizational Representative (AOR) resides at USC Columbia. All campuses submit their proposals through SAM for final approval and submission to the grantor.
The Director of Sponsored Awards serves as a liaison between USC Upstate and the pre- and post-award offices in Columbia. The liaison is responsible for processing and administration of externally-funded and sponsored research and programs. This includes following University, federal, and other procedures and guidelines in the development, submission, and management of grants.
Other control and management activities of the Office of Sponsored Awards include but are not limited to:
All of the above identified activities are managed on an ongoing basis throughout the year by the Director of Sponsored Awards under the supervision of the Senior Vice Chancellor for Academic Affairs.
Pre-AwardFor pre-award services, the Director of Sponsored Awards works with a sponsored programs administrator at SAM. SAM has easily accessible policies in place to govern proposal and budget development. These include the following:
BUSF 3.09 Consultant ServicesBUSF 7.07 Club Membership and DuesRSCH 1.05 Data Access and RetentionRSCH 1.01 Debarment/Suspension Federally Sponsored ProjectsBTRU 1.20 Dishonest Acts and FraudRSCH 1.03 Human Subjects and ResearchACAF 1.33 Intellectual Property PolicyBUSF 2.06 Intra-Institutional Transfers within USCACAF 5.03 Laboratory Animals, Care and UseACAF 5.04 Laboratory Animals, MisuseRSCH 1.00 Misconduct in ResearchACAF 1.50 Outside Professional Activities for FacultyACAF 1.33 Patents and CopyrightsBUSF 8.01 Payments to InternationalsBUSF 7.06 Professional Dues and Employee License FeesBUSF 5.00 Property AccountabilityBUSF 7.00 PurchasingBUSF 4.10 Receipt and Handling of University PaymentsBUSF 7.05 Reimbursement for Personal Consumption ItemsRSCH 1.02 Sponsored Programs through USC FoundationsHR 1.85 Temporary Grant EmployeesBUSF 1.00 Travel
All proposals are submitted through the University’s online proposal management system, University of South Carolina Electronic Research Administration (USCeRA),that allows for tracking, approving, and managing proposals and associated awards. USC Upstate faculty and staff upload their proposals where they can be viewed, routed, and signed electronically.
Lists of proposals submitted and awards made can be accessed at any time through the USCeRA system. These lists may include the following: awarding agencies, titles of grants, department numbers, principal investigator, periods of grants, amount requested or awarded, and amounts of applicable indirect cost rates.
Indirect costs agreements guide dispersal of funds. Indirect costs are provided by some external agencies that award grants and contracts to USC and support the general operations and administration necessary for grants activities.
The Board contracts with an accounting firm to conduct annual audits of all System institutions, including an audit of federal award programs. SAM maintains links to the 2009-10 A-133 audit for the University and the South Carolina Research Foundation. There were nomaterial deficits in compliance in the most recent audits.
Post-AwardSAM collaborates with CGA to create a restricted account within the University accounting structure for grants awarded.Responsibility for the administration and supervision of the award is shared by the department in which the grant was developed and the Office of Sponsored Awards (in conjunction with Contract & Grant Accounting). The program director or coordinator of the grant is responsible for maintaining files required to verify compliance with all provisions of the grant including grant goals, objectives, budgets and timelines. The program director is responsible for all aspects of grants management, including meeting performance and fiscal goals.
The Office of Sponsored Awards provides guidance for the management process, including information on and assistance with authorization of expenditures, cost-sharing, reporting of time and effort, purchasing, travel authorizations, equipment, post-award changes in the project, retroactive cost transfers, and close-out of the grant. The University has developed an accounting intranet that provides access to budgets, expenses, and copies of backup documentation.
The Academic Affairs Budget Manager provides budgetary and expenditure controls for all grants in Academic Affairs. Responsibilities include reviewing expenditures, tracking expenses against budget allocations, financial reporting and other accounting duties.
CGA maintains financial control over all grant funds and establishes, monitors, and reports on externally restricted funds that are used to support USC Upstate programs and services. Expenditures for grants and contracts follow the same rules and procedures as all other expenditures in the University, and all personnel are subject to Board policies.
The Director of Sponsored Awards works with a grant accountant at CGA to complete all reporting. CGA has easily accessible policies in place to govern grant and budget management. These include the following:
BUSF 2.18 Petty CashBUSF 2.19 Cash Advance - University AccountsBUSF 3.00 Contract and Grant – AccountingBUSF 3.03 Contracts and Grants - Cost SharingBUSF 3.06 Contracts and Grants - Participant SupportBUSF 3.09 Contracts and Grants - Consultant ServicesBUSF 3.12 Contracts and Grants - Personnel Activity Reporting SystemBUSF 3.15 Contracts and Grants – CloseoutsBUSF 3.19 Contracts and Grants - Elimination of Accounts OverdraftsBUSF 3.30 Other Educational and General Program Accounts (E Funds)BUSF 9.10 Cost Accounting Standards (CAS)
The financial procedures for managing grants and contracts are conducted in accordance with the above policies as well as the standards of the particular funding source, state law, andGenerally Accepted Accounting Principles. The procedures are in compliance with the requirements of the federal principles and guides (OMB Circular A-21, Cost Principles for Educational Institutions; OMB Circular A-133 Audits of States, Local Governments, and Non-Profit Organizations; OMB Circular A-110, Uniform Administrative Requirements for Grants and Other Agreements with Institutions of Higher Education, Hospitals, and Other Nonprofit Organizations).
Total sponsored funding to USC Upstate over the last several years follows:
USC Upstate800 University WaySpartanburg, SC 29303Toll-free: 800-277-8727Phone: 864-503-5000E-mail Us
The University of South Carolina Upstate is accredited by the Southern Association of Colleges and Schools Commission on Colleges to award baccalaureate and masters degrees. Contact the Commission on Colleges at 1866 Southern Lane, Decatur, Georgia, 30033 or call 404-679-4500 for questions about the accreditation of USC Upstate. Comments or Complaints?