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3.10.5 Control of Sponsored Research/External Funds

The institution maintains financial control over externally funded or sponsored research and programs.

Judgment of Compliance

PVAMU SACS Accreditation - Judgement Compliance

Narrative of Compliance

Prairie View A&M University maintains financial control over externally funded or sponsored research and programs and has clear policies and procedures for both pre-award and post-award financial management. In the pre-award phase, guidelines established by the Prairie View A&M University Office of Research and Development through the Office of Sponsored Programs (OSP) provide procedures for correct calculations of salaries, fringe benefits, travel, indirect costs and other parts of the budget included in the direct costs of a grant [1]. Information and procedures are also documented on the Prairie View A&M Research Foundation (PVAMRF) website [2] [3]. Procedures for awards processed through  the Texas Engineering Experiment Station (TEES) are also documented [4]. The policies on indirect costs and matching funds provide information concerning correct indirect cost rates, instructions for requesting waiver of these rates, and procedures for grants that require matching funds from the institution. OSP, PVAMRF, and TEES base their procedures and rules on federal, state and Texas A&M System policy including Research Agreements 15.01 [5]. Additional policies in place to help ensure financial control include: Administration of Sponsored Agreements - Research and Other 15.01.01 [6], Federal Procurement Integrity Act 15.01.02 [7], and Conflict of Interest in the Design, Conduct and Reporting of Sponsored Research and Educational Activities 15.01.03 [8].

Through the development, implementation, and maintenance of comprehensive administrative policies and procedures, Prairie View A&M University maintains financial control over externally funded or sponsored research and programs. In cooperation with Prairie View A&M University’s Division of Business Affairs, operating as subunits to the Office of the Vice President for Research and Development [9] [10], the Office of Sponsored Programs (OSP), the Prairie View A&M Research Foundation (PVAMRF), and the Texas Engineering Experiment Station (TEES) are tasked to provide administrative services and resource support to assist the University in financially controlling its externally funded or sponsored research programs. Separate accounts are established for each sponsored project, and the Account Profile form ensures that creators and budget authority or signers on accounts are different [11]. Institutional funding sources are subject to audit as part of the statewide audit. Copies of the latest three statewide audits indicate that the University is in compliance with this principle [12] [13] [14]. Other audits are available in Comprehensive Standards 3.10.1 and 3.10.3.

The Prairie View A&M University financial procedures for managing grants and contracts are governed by state laws and are in compliance with the requirements of the federal principles and guides: 1) U.S. OMB Circular A-21, Cost Principles for Educational Institutions [15], 2) U.S. OMB Circular A-110, Uniform Administrative Requirements for Grants and Other Agreements with Institutions of Higher Education, Hospitals, and Other Nonprofit Organizations [16], and 3) Texas A&M University System policies noted above, and 4) Accounting and Safeguarding of Assets Prairie View A&M University Procedures 40.11 Administration of Sponsored Programs [17]. Compliance with these policies is subject to periodic review by the Texas A&M University System Office of Internal Audit or state and federal auditors.


Supporting Documentation and Links


Comprehensive Standards 3.10.5

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