A-21 Exception Monitoring Tool:
QUARTERLY REPORT of
SENSITIVE AND ADMINISTRATIVE TYPE EXPENSES ON
FEDERALLY SPONSORED PROJECTS
The Financial Compliance & Training office has developed a quarterly exception report of sensitive and administrative type expenses on federally sponsored projects as part of our monitoring responsibilities. The purpose is to proactively identify expenses that may be considered sensitive or unallowable on federal projects to ensure allowability per federal regulations and the individual award. Many of the expenses in the report could be legitimate expenses for the given project, but we’re doing our due diligence to ensure proper justification and documentation.
This report does not replace your routine monthly financial reports.
UNDERSTANDING THE REPORT
On a quarterly basis, the report is updated for new transactions and email notifications are sent to the assigned fiscal manager of the project as well as the primary fiscal staff. You will not receive an email notification if there were no sensitive or administrative type expenses on any of your projects and all of your previous reports have been answered.
The report includes the following types of transactions:
· Administrative Type Expenses - are normally treated as F&A and should not be directly charged to federally sponsored projects per the federal regulations. There can be exceptions which should be verified through this report. There are payroll and non-payroll expenses for this type.
o Payroll - lists payroll expenses for employees that are in administrative type positions
o Non-Payroll - operating expenses including postage, telecom, dues, etc.
· Sensitive Type Expenses – includes expenses such as food, furniture, awards, etc., that are normally considered unallowable on federally sponsored projects. There can be exceptions which should be verified through this report.
Your login information is provided in the email notification. Fiscal managers login to the web based report and provide answers for each category of expenses for their projects. Fiscal staff should coordinate with their fiscal managers before submitting responses in order to avoid duplication of efforts. Responses are required within 60 days of receiving the email notification. The report is web based, but we also provide you with an excel version of the report with the email notification in case you would like to print it out and share it with your department personnel or PIs. We do require that you submit your responses via the web only.
CLICK HERE TO LOGIN TO THE WEB TOOL
COMPLETE STEP-BY-STEP GUIDE
FAQ (coming soon)