Temporary Project Policy

Policy and Procedure for the Establishment of Temporary Projects

Preamble

When a sponsored project award is received and accepted by the University, a unique restricted fund chartstring is set up for management of income and expenditures related to that grant or contract. To maintain control over expenditures and effort related to, but incurred prior to, receipt of an award notice, it may be advantageous to set up a chartstring before receipt of the award document. The chartstring that is set up in the absence of an award document is known as a temporary project.

A responsible investigator, department, and school are identified when a restricted fund chartstring is set up. Consistent with policies for other types of chartstrings, this policy will require that the responsible department or school reimburse the University for expenditures charged against a University chartstring that are in excess of income received and credited to that chartstring.

Policy

This policy sets forth the conditions under which approval will be given for issuance and maintenance of a temporary project chartstring. The policy is intended to standardize and streamline the request and review process as well as minimize the risk to a department or school of incurring expenses for which it may need to reimburse the University. A form is provided that solicits the required information for chartstring setup, responsibility, and guarantee for reimbursement.

Objectives

The objectives of this policy are (1) to set forth the information necessary to initiate the establishment of a temporary project and to identify alternate sources of funding to support expenses charged to the chartstring, and (2) to provide a standardized request process to meet the needs of the principal investigators, expedite request review, and satisfy the guarantee requirement of the University.

Applicability

This policy applies to all requests for temporary projects for sponsored programs to support research, service, or training for new awards and new years of continuing awards.

Policy:

The Office of Research and Development (ORD) is charged with approval of requests for temporary projects. ORD will approve establishment of a temporary project in the absence of an award document contingent upon required proposal and guarantee documentation on file in ORD, and upon consideration on a case-by-case basis, of the probability of receiving an award document and receiving payment from the sponsor. A temporary project may be set up for a budget period not longer than one year.

Procedure

Request for Temporary Project