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Financial Reporting/No-Cost Extension

As an institution that receives sponsored funds from various public and private sponsors, the University is obligated to comply with financial reporting requirements set by federal sponsoring agencies and other entities. The University must ensure that all project expenditures are accurately and promptly reported as stipulated in the award terms and conditions.
 
The Office of Sponsored Programs collaborates with the Principal Investigator and Department Administrator to ensure timely completion of financial reporting. Our team interprets and applies fiscal regulations and guidelines to meet the financial reporting requirements of federal, state, university, and private sponsors. We prepare quarterly, semi-annual, and annual reports for required federal agencies and sponsors, which accurately reflect the expenses recorded on the project in our financial system. Timely and accurate submission of these reports is crucial for complying with sponsor requirements and reducing institutional and financial risk to the University.
 
Some agencies may choose to hold back future funding or freeze accounts if any financial or technical reports are not submitted by the deadline. The Federal Financial Report (FFR) must be prepared in accordance with the Uniform Guidance (2CFR 200). Failure to comply with these reporting requirements for a specific grant or contract may lead to the federal agency withholding new awards for the entire campus or suspending payments for costs incurred by the University on other projects funded by the same agency. Therefore, it is crucial for the institution to understand and abide by all mandatory reporting requirements.
 

Cash Management

The Office of Sponsored Programs-Post Award team manages all cash-related activities of externally funded projects.  The goal is to maintain appropriate levels of cash flow and timely submission of all payments on sponsored projects while at the same time ensuring financial compliance with federal regulations, sponsored requirements, and University policies. The essential responsibilities include:
  • Processing Letter of Credit (LOC) drawdowns for federal awards
  • Process installment or cost reimbursement invoices for Non-federal or federal pass-through grants and contracts and act as the point of contact for invoicing inquiries
  • Completing remittance information requests for sponsor payments
  • Identifying sponsor payments via check, wire, and ACH
  • Process receipts of sponsor payments and ensure they are credited to the correct award and outstanding receivables.
Sponsor Payment Methods
 
Every award outline terms and conditions for reimbursement requests. Sponsors use three mechanisms to disburse funding.
 

No-Cost Extension

Many sponsors will allow No-Cost extensions (NCE) for sponsored programs. A no-cost extension is a request to extend the project period beyond the original award end date allowing the original scope of work funded by the sponsor to be completed without requesting additional funding. The PI should work with their Department Administrator to understand the no-cost extension procedure and requirements of the sponsor.
 

Last Published: Jan 17, 2024