I would be interested in how people handle this, as well.  We are limited in how many PI's we can associate with a proposal in our database and even more so on how many departments can be attributed.  So being the "owner" of this data, puts us between a rock and a hard place every year. 

Martha Taylor wrote:
I have been asked to submit this question to the resadm-l list to see what other schools are doing.
 
When we receive an award and enter the award amount into our database, we distribute the dollars to the involved departments and colleges based upon instruction from the PI and what is entered on our approval routing document.  The distribution is for the purposes of our database only.  It may or may not match the funds put into an account.  For example, two investigators in two different departments may receive some proportionate share of credit in our database but still use only one account for spending the money just for simplification.  Also for similar reasons we don't attempt to tie it to percent effort or to F&A distribution.  For every argument I can think of why we would make them match there are as many arguments why having them match is arbitrary.  Our current routing document does not have a space to identify the %credit.  We have revised it and are still tweaking parts of it so it can be approved for use.&nbs! p; The new one will have some space to identify the % credit for the people involved.
 
We generate quarterly reports that the VP has used in the past to compare and contrast various colleges and departments.  As you can imagine, once the data is used for these purposes, folks crawl out of the woodwork wanting to ensure the data is accurate.  Whether we have a 1 field cover document or a 20 page cover document, if the information is not on it and approved by institutional officials, I am not going to ever know who is involved in what project.  So, our position is that we always rely on what is on our cover document but now I have been asked to see how others do this same task.  I would appreciate whatever detailed procedures you can provide so that I can move forward on this issue.  Thanks.

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