Angela,
We've had similar situations and we've successfully closed most of these
types of accounts. Our concern, like yours, was that these "slush fund"
accounts didn't have a specific statement of work and had no definite
time frame. Essentially, in situations like the one described, the
money could being laundered through an administration with little or no
regard for the administration's non-profit status. Understandably, the
biggest reason that our faculty didn't want us to close the accounts and
transfer remaining funds to department accounts was because then the
individual faculty members would lose control over the funds. However,
we have come to agreements with our active slush fund holders so that we
set up the accounts as fixed-price awards with a definite end date.
After that, there's no discussion of an extension unless there is
communication to that effect from the sponsor.
... and yes, more communication with your post-award operations will
help you build a case to present to your faculty researchers as to why
they should not do this.
good luck.
-Matt
Angela Bridwell wrote:
>
> At my institution, pre- and post-award offices are separate. We have been
> asked, after the fact in some cases, to process paperwork and seek
> institutional approval in situations where a faculty member has money and
> needs to put it in an account. They are referred to us with the idea that
> this is a sponsored project and should be treated like any other project.
>
> However, there are situations where there is no real end date and money
> will be put into an account as it is received. We are told in some cases
> that the money will be derived all or partly by membership fees and
> donations. The effect is that, from an administrative standpoint, this
> project will be "hanging" out there indefinitely. Not only do we not know
> when the project file should be closed, but we do not know how much is
> received and when. Also, in some cases, the sponsor must be listed as
> "various donors" when the account is set up. Our database receives one
> initial entry and then we basically never hear from the faculty again
> unless we call to inquire about the status of the project.
>
> Do other research and sponsored programs offices process similar projects?
> Is this a simple matter of needing to communicate more with post-award or
> is there a larger issue here--specifically one of whether this is a true
> sponsored project that should be processed through our office? The projects
> range from providing students (when the sponsor is interested and has
> funds) with internship-type experiences to doing research on
> African-American culture.
>
> Thank you in advance for your assistance.
> Angela Bridwell
>
> *******************************************************************
>
> Angela M. Bridwell
> Grant Support Specialist
> Research & Sponsored Programs
> Stephen F. Austin State University
> P.O. Box 13024, SFA Station
> Nacogdoches, TX 75962
> phone: (409)468-1805
> fax: (409)468-1251
> e-mail: xxxxxx@sfasu.edu
> ********************************************************************
>
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