Project Management and Closeout
Accounting Services (AS) oversees a portion of fiscal services offered within the Administration & Finance (A&F) division of Texas Tech University (TTU) under the Chief Financial Officer and Vice
President for A&F, Noel Sloan.
AS supports the research mission of TTU by providing training and education, financial
administration, compliance, and other research support services to faculty and staff.
AS is responsible for the post-award administration and oversight of the university's
sponsored projects and provides the following resources:
Roles & Responsibilities - A breakdown of the responsibilities of ORS, the PI, the department, college, Office
of the Vice President for Research and Accounting Services.
Regulatory Guidance - Sponsored projects consist of various funding instruments that accomplish different
goals and are subject to different federal regulations.
Accounting Setup & Budget Modifications - Once TTU executes an award agreement, Accounting Services assigns a project grant
ID and fund-organization-program (FOP) in the TTU accounting system.
Allowable Expenses & Types of Costs - Each cost charged to a sponsored project should be allowable, reasonable, allocable
and consistent. If an expense does not meet one of these standards, it should not
be charged to the project.
Cost Transfers - It is the policy of Texas Tech University that costs be charged to the appropriate
sponsored project when first incurred. However, there are circumstances in which it
may be necessary and appropriate to transfer expenditures to, from, or among sponsored
projects subsequent to the initial recording of the charge.
Service Centers - A service center is an operating unit at Texas Tech University (TTU) providing
goods or services to one or more university departments.
Cost Sharing - Cost share (also known as match) refers to all contributions that Texas Tech University
makes to a sponsored project. In other words, this is the portion of the project that
is not borne by the sponsor.
Effort Reporting - Effort Reporting is TTU's means of providing assurance to sponsors that salaries
charged to sponsored projects are reasonable in relation to the work performed, and
faculty and staff have met their commitments to sponsored projects.
Billing, Reporting & Accounts Receivable - Accounting Services (AS) is responsible for managing billing and accounts receivable
for sponsored projects in accordance with TTU OP 65.15 Accounts Receivable on Sponsored
Project Closeout & Record Retention - Beginning 90 days prior to a project end date, principal investigators and department
administrators receive automated notifications that projects are ending. At this time,
the PI should notify Accounting Services (AS) and the Office of Research Services
of any intent to request a no-cost extension.
Audits & Institutional Reports - Texas Tech University engages the Texas State Auditor's Office to conduct the annual
statewide single audit in accordance with 2 CFR Part 200, Subpart F, Audit Requirements.
Institutional Resources & Training - There are several resources available for both PIs and department administrators.
Raider Research University - A training program geared toward department administrators but may be useful to
anyone managing sponsored projects.
For more information on post-award services or institutional accounting and reporting,
please visit the Accounting Services website or contact your post-award Grant Specialist.
For more information on the research process at Texas Tech, please see the Guide to Research prepared by the Office of the Vice President for Research.