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ASRSP Listserv Special Edition: All About Expense Transactions

Who

…reviews and approves sponsored project expense transactions in ASRSP? 

Jami Arceneaux, Expenditure Audit Coordinator
Rosanna Sian, Expenditure Audit Coordinator

Team supervisor is Pooja Thakkar, Costing Manager. 

What

…types of expense transactions are routed to ASRSP for review and approval? 

•	Expense reports 
•	PRQ (payment requests)
•	REQ (requisition to become purchase order)
•	POC (purchase order change) 
•	Petty cash 
•	Wire transfers
•	Asset requests 
•	Human subject payments
 
Expense transactions using sponsored project chart strings must be reviewed and approved by ASRSP.  

…documentation is required?

•	Common documentation requirements: 
o	Budget justification 
o	Proof of attendance (e.g. conference badge)
o	Written approval or signature
o	Map for mileage 
o	Per diem rate sheet
o	Airfare showing flight class & dates of travel
o	90-day memo when applicable 
o	Receipts (legible, in the order they appear on expense report)

All documentation should be submitted in a single Adobe PDF.   


When

...should these sponsored expenses be submitted to ASRSP for review and approval?

•	 As soon as possible, but not beyond 90 days of the expense being incurred, or date of services rendered per 90-day policy

…should I follow up?

•	 No sooner than three (3) business days from the time of submission (Please note: Expenditure Audit Coordinators are unavailable for campus support on Wednesdays from 12pm-5pm)

Where

…can I find additional information about cost allowability, applicable policies, and other guidance?

•	Uniform Guidance provides the foundation for the administration of federal funding. Subpart E: Cost Principles defines criteria for, and examples of, allowable costs 
 
•	The ASRSP website is undergoing review, and materials will be published and announced via the ASRSP listserv as they are revised
(To join the ASRSP listserv, follow the email commands here and use listname RESEARCHFINANCE.)
 
•	Inquiries can be sent to [log in to unmask] (please note that Expenditure Audit Coordinators are unavailable for campus support on Wednesdays from 12pm-5pm)


Why

…is it necessary for ASRSP to review sponsored project expense transactions?

•	Costs for sponsored projects must be allowable, documented, and timely. Failure to comply with regulations for sponsored charges puts the University at risk for audit findings and corresponding financial consequences. Audit findings are reported publicly and may affect Northwestern’s reputation with sponsors. In addition, they increase the administrative burden of award management.


How

...can I determine allowability? 
•	A charge must be allowable according to the:
1) award’s terms and conditions
2) program-specific requirements
3) sponsor guidelines
4) federal regulations (if federal funding), and institutional rules and public law

NU guidance on allowability is undergoing review and will be shared when finalized. 

…do I check approval status?
•	To see the approval status of a submitted expense report, follow these instructions to view in NUFinancials




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