Department Administrator (DA) assists the PI with the appropriate administration of
the project by serving as a knowledgeable resource for the PI in the interpretation
and application of rules, policies, and procedures.
PI/DA internally tracks budget, encumbrances, salary and subcontract commitments,
and expenses.
PI initiates and DA coordinates recruitment efforts and personnel appointments of
individuals hired, continued, or terminated on project.
PI/DA submits payroll distributions for personnel on project.
PI processes 3rd Party Payment Request for students working on project as approved
in the budget.
PI/DA ensures that travel is authorized, expended and reimbursed according to University and sponsor policies
and procedures.
PI/DA makes purchases and incurs expenses on the project as allowable according to
University and sponsor policies and procedures.
DA processes receipt of goods according to USF policy and Florida Statute for prompt
vendor payment (within 5 days of receipt of goods and services).
If grant/contract includes a subcontract, PI/DA reviews subcontract terms and monitors
subrecipient billing and deliverables for compliance. PI reviews and approves subcontractor
invoices and submits for payment.
DA ensures that ledgers are reconciled on a monthly basis and investigates any discrepancies.
DA provides monthly financial reports to the PI and assists in monitoring encumbrances
and expenditures to ensure accurate and appropriate charging is taking place.
PI/DA prepares documents and provides justification to Sponsored Research for rebudgeting,
as appropriate.
PI/DA tracks cost sharing commitment to ensure commitment is met.
DA reviews Remaining Spending Authority (RSA) Check on biweekly basis to ensure payroll
distributions are correct prior to payroll posting.
DA prepares and submits expenditure transfers, as appropriate, through JIRA.
DA reviews and adjusts, as necessary, PERT reports for department and compares the
calculated effort based on pay distribution to committed effort.
PI provides sponsor with deliverables and non-financial reports as outlined in award
terms and conditions. In the role of supporting the PI, the DA may be involved in
facilitating timely submission.
PI/DA coordinates with Sponsored Research Post Award to compile financial reports.
PI/DA/Sponsored Research/Sponsor discusses any re-negotiations of terms and conditions
of award. Sponsored Research requests sponsor approval, when required, and notifies
Sponsored Research Post Award as appropriate.
PI prepares carry forward requests as needed; Sponsored Research submits requests
to sponsor and notifies Sponsored Research Post Award.
PI/DA provides documentation for audit requests, as needed.