Principal Investigators Guide
Accounting Services
ORSP is responsible for invoicing sponsors and receiving payments on grants and contracts administered through ORSP. The type of invoicing is determined by the terms of the contract and possibly:
- Cost reimbursable grants/contracts are usually invoiced monthly based on actual expenditures.
- Fixed Price Contracts are invoiced on a predetermined schedule but are not based on actual expenditures.
When hiring a biweekly employee, an MBTH Form is completed by the department, routed for approvals, and submitted to ORSP.
A timesheet is completed for each 2-week pay period, showing the labor distribution, signed by the employer and supervisor, and submitted to the Department Timekeeper for entry into Banner for payment. The completed, signed timesheet is forwarded to ORSP for approval by 9:00 am on the payroll due date. (If the timesheet is incomplete, unsigned or not received by ORSP, the timesheet will be disapproved in Banner and sent to the department timekeeper.) The current timesheet form can be downloaded from the ORSP website: www.du.edu/orsp/forms.html
No effort certification is required for biweekly employees.
When hiring a monthly benefited employee who will work on sponsored projects, a PCR Form is completed with the estimated labor distribution. The portion of time expected to be spent on sponsored projects is coded to the ORSP Payroll Clearing Fund (12023).
If work on sponsored project(s) is consistent for 2 or more months, a BECR Form should be submitted to distribute salary among the different department and sponsored project activities. When salary distribution is set up via a BECR, monthly timesheets are not required.
When work on sponsored projects is inconsistent, a timesheet with the salary distribution must be submitted to ORSP each month by the due dates as posted on the ORSP events calendar. The current timesheet forms can be downloaded from the ORSP website: www.du.edu/orsp/forms.html
When hiring a monthly, non-benefited employee, an MBTH form is completed with the estimated labor distribution.
For any monthly employee paid from a grant whose distribution cannot be determined at hire or changes month to month, need a timesheet if set up in 12023 or paid by a grant. A timesheet must be submitted monthly.
Certifying Effort (Monthly Employees Only)
The Office of Management and Budget (OMB) requires that each grant recipient document time expended towards a sponsored program.
OMB requires documentation and certification of percent of effort, totaling 100%, in support of one’s total commitment to the university. In order to meet this requirement for documentation and certification, each individual paid on a monthly basis and who has some commitment towards a sponsored program, shall certify their effort based on the distribution of total compensation paid to the individual during that month.
Procedures
1. A report will be generated based on payroll distributions for each employee who is:
- Paid monthly, AND
- Has been paid from a sponsored program fund, OR
- Has cost-shared effort towards a sponsored program (as indicated through an Activity Code), OR
- Has an employee class code related to research.
2. ORSP shall distribute these reports to the employees. Faculty will receive these reports semi-annually; Non-faculty will receive them monthly.
3. Employees shall review, indicate adjustments, and certify by signing.
4. The supervisor (PI) shall sign. If the employee is the PI, the Department Chair or Dean shall sign.
5. Reports shall be returned to ORSP promptly.
6. ORSP shall make any adjustments indicated through the Banner payroll system.
Adjustments and Corrections
Workload Adjustment (Reduction or Addition to Salary) - Fill out the form Workload Adjustment Request Form and submit to ORSP for approval by the due date on the ORSP Event Calendar.
To request a payroll correction, please fill out the Request for a Payroll Redistribution Form. Turn in the completed form by the due date on the ORSP Event Calendar for the correction to show in the financial close of that month.
To request a hand check, fill out the Hand Check Request Form with the same name. Hand checks are for emergency use only. Hand check requests are turned into ORSP for verification of grant information then they are passed on to payroll when they are handled like all DU hand check requests.
Terminations
For GRAs submit the MBTH Form.
For non-benefited employees, submit the MBTH Form.
For appointed employment, see Human Resources website for Separation Request Form.
