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Sponsored (Restricted) Accounts

    • Last Updated: 06/13/2017
    • Effective Date:

    Policy Statement
    Purchases utilizing sponsored (restricted) accounts are governed by the terms and conditions of the project contract or grant and the University’s Direct Cost policies and procedures.
    Reason for policy
    To ensure compliance with terms and conditions of contracts or grants and address allowable p-card purchases against sponsored (restricted) accounts.
    Procedures
    Consult Section 8.0 of the UGA P-Card Manual for information relating to the use of sponsored accounts as a default account and for charging p-card transactions to sponsored accounts.  Additionally, Section 8.0 contains the procedure for moving a p-card charge onto a sponsored account after the charge has posted to the general ledger.  
    Additional contacts
    UGA Sponsored Programs Post Award Accounting Division 706-227-7223
    Policy definitions
    Sponsored accounts – grants, contracts or other types of agreements restricted by a budget that is submitted and approved by the granting/funding agency.
    Responsibilities

    Responsible University Senior Administrator: Vice President for Finance & Administration

    Responsible University Administrator: Procurement Officer

    Policy Owner: Procurement

    Policy Contact: Jill Haag, Lynn Stephens

    Phone Number: 706-542-2361 

    Responsibilities: Although the P-Card manual sets forth criteria for allowable and unallowable purchases, Cardholders must also ensure that purchases are allowable per the terms and conditions of the project and the University’s Direct Cost policies and procedures.  For example, non-inventoried equipment, office furniture, subscriptions, supplies, and books are generally not allowed on Sponsored accounts without prior written approval. 

    Record Retention: A designated individual must retain the reconciled billing package signed by the Cardholder and Approving Official for a period of seven (7) years.  If a contract/grant is involved, the records must be retained for the life of the contract/grant plus an additional seven (7) years following

    Record Retention

    Series documents administration of credit cards and P-Cards issued to institutional staff and units. Records may include: applications; master monthly billing statements; individual card holders' statements; billing summaries; printouts including vendor analysis by code; number of charges and stores; use summaries; related correspondence.

    Retention:  7 years, BOR 0472-03-013

    For expenditures processed with grant funding, all documentation should be retained for the life of the grant plus seven (7) years.  0472-09-006

    FAQs

    Question 1.  If a sponsored  account is involved, can I purchase food on my p-card.

    Answer 1. Food purchased on a sponsored account must be listed in the awarded budget or approved in writing by the granting agency Appropriate documentation must be kept on file for audit purposes

     

    Question 2. Can I move a p-card charge to a sponsored account after the charge has been posted to the general ledger?

    Answer 2.  If a P-Card charge must be moved onto a sponsored account after the charge has posted to the general ledger, the journal voucher must contain appropriate justification, per the Cost Transfer Policy and include:  (1) When the error was discovered, (2) What the charge was for, (3) Why the charge was incorrectly made, and (4) How the charge specifically relates to the restricted account to which it will be transferred.