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For proper management of your unit's sponsored funds it is imperative that budget statements are reconciled on a regular basis to ensure that expenditures are charged correctly and within appropriate guidelines. Using these tools, regular monitoring of your sponsored projects helps to:

• Ensure that costs are consistent with the project schedule and incurred between the start and stop dates of the project.
• Discover any errors in your budget, encumbrances, or expenditures. Errors can be caused by a service department, an end user, or a system-generated issue. (The longer an error remains uncorrected, the harder it is to show that allowability and allocability are in compliance with the ).
• Confirm the availability of project funds as needed.
• Avoid overspending, which may cause a deficit and limit further spending.
• Verify that corrections and cost transfers have been made or are made in a timely manner.
• Maintain good documentation for an audit if one should occur in the future.

Tools for Investigators and Administrators:

• Chart String Reconciliation Procedures  A guide to understand who should authorize and approve transactions, the significance of approving a transaction, and the process of reconciliation.
• Tools for Utilizing GM096 Grant Transaction History Queries
  •  and 
•  Job aid for looking up invoice numbers in NUFinancials.
• Indirect Cost Check Accounting Services for Research and Sponsored Programs (ASRSP) Closeout
• Payroll Journal Decision Tree A flowchart to follow when considering a transfer of payroll charge onto a sponsored project.
• Paper Payroll Journal Approval Flowchart for Chicago A guide to the required approvals for a payroll journal on the Chicago campus.
• Paper Payroll Journal Approval Flowchart for Evanston A guide to the required approvals for a payroll journal on the Evanston campus.
• Principal Investigator Expenditure Certification Checklist Overview and checklist designed to assist Principal Investigators (PIs) in reviewing and approving sponsored project expenditures.
•   A myHR Learn advanced level course that covers checking the status of invoices submitted and payments received by ̨ÍåÂãÁÄÖ±²¥ to sponsors when your PI is a subcontractor.
• Total Cash Received on Sponsored Awards  Guide to finding the total amount of sponsored payments received by ASRSP on a sponsored project in Cognos.