Policy for Assigning PeopleSoft Budget Control Levels on Awards

Published: November 7th, 2005

Category: Memos

Winfred M. Phillips, Vice President for Research

Effective, February 1, 2006, for awards (federal or non- federal) where terms of the agreement do not impose re- budgeting restrictions, the “Budget Checking” control will be set at level 3. This level will be assigned at the time of award by the Division of Sponsored Research and established and recorded by the respective Contracts and Grants Accounting Offices. Budget control level 3 allows spending at a direct cost level with no requirement to re-budget funds unless it is preferred by the Principal Investigator.

The goal of level 3 Budget Control is to minimize re-budgeting and allow investigators the ability to make timely expenditures needed to advance their projects.

For projects assigned a control level 3, we have requested a reporting tool be delivered that will allow budget reporting at level 5 detail.

Examples of awards that would be assigned a Budget Control Level 3 are as follows:

Federal Grants with FDP Terms and Conditions
Clinical Trials Fixed Price Agreements
Unrestricted Gifts for Research Multiple
Sponsor Projects Miscellaneous Donor Projects

For awards (federal or non-federal) where terms of the agreement impose re-budgeting restrictions, a budget control level 5 will be assigned by the Division of Sponsored Research. Budget control level 5 will require re-budgeting approvals be obtained from the Sponsor or the University, as appropriate, prior to allowing grant funds be used for the expenditure in question.

Regardless of the assigned budget control level, grant and contract funds must always be used in support of allowable costs per the terms of the award.

If you have any questions, please contact your respective Sponsor Programs Office, your respective Contracts and Grants Accounting Office or the Division of Sponsored Research.

Best regards.

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