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Office of the Controller

Grants and Funds Management

Grants and Funds Management is responsible for the accounting and management of all restricted grants and contracts within the university system.

Our Services

The Grants and Funds Management team:

  • monitors all sponsored programs 
  • reviews expenses for compliance with grant terms and Uniform Guidance
  • prepares and submits all invoices for sponsored programs , applies payments, and performs collections as necessary
  • prepares all financial reporting, and provides financial status information for sponsors
  • manages external sponsor audits and desk reviews 
  • responsible for set up of all sponsored programs in PeopleSoft
  • responsible for close out of all sponsored program awards in PeopleSoft
  • prepares and negotiates indirect cost rate agreement
Department Number Grant Accountant Department Name Keywords
(hidden column)
 100100 Sylvira Grady INST FAMILIES IN SOCTY tag 1, tag2
 100300 Sylvira Grady WOMENS STUDY PROGRAM
 
 
100600 Daniel Jamison ENVIRONMENT & SUSTAINABILITY  
100700 Sylvira Grady PRE-PROFESSIONAL ADVISING  
100900 Sylvira Grady USC CONNECT  
101200  Sylvira Grady DoIT MEDIA SERVICES  
111000  Denise Koon COLLEGE OF PHARMACY  
111200  Denise Koon PHARMACEUTICALS AND HEALTH OUT  
111400  Denise Koon PALMETTO POISON CENTER   
111500  Denise Koon CLINICAL PHARMACY  
111600 Denise Koon COBRE CENTER RESEARCH   
112000 Daniel Jamison NURSING DEANS OPERATING ACCT  
112072 Daniel Jamison NURSING FEDERAL GRANTS  
112073 Daniel Jamison PHILANTHROPIC GRANTS  
112100  Daniel Jamison IRC OPERATIONAL FUNDS   
112300 Daniel Jamison  FACULTY SUMMER   
115000 Patricia Hemingway ARNOLD SCH PUBLIC HEALTH  
115019  Patricia Hemingway OFFICE OF STUDY OF AGING  
115100 Patricia Hemingway ENVL HEALTH SCIENCES (MAIN)  
115200  Patricia Hemingway EPIDEMIOLOGY AND BIOSTATISTICS  
115300 Sydney Williams DEPARTMENT OF EXERCISE SCIENCE   
115400 Patricia Hemingway HLTH PROMO, EDUC & BEHAV  
115500 Patricia Hemingway COMUNCATN SCI & DISORDERS  
115700 Patricia Hemingway PREVENTION RESEARCH CNTR   
115800 Patricia Hemingway CNT FOR HLTH SRV &POL RES  
115900 Patricia Hemingway CNT FOR RES IN NUTRITION  
120401  Sylvira Grady UNIVERSITY 101   
120700  Sylvira Grady LINGUISTICS PROGRAM  
120800  Sylvira Grady FILM AND MEDIA STUDIES  
120900  Sylvira Grady CONFUCIUS INSTITUTE   
121000  Sylvira Grady COLLEGE OF ARTS & SCIENCES   
122000  Sylvira Grady CRIMINOLOGY & CRIMINAL JUSTICE   
125100 Sylvira Grady SCHOOL OF VISUAL ART & DESIGN   
125200 Sylvira Grady COMPARATIVE LITERATURE  
125300 Sylvira Grady ENGLISH   
125500 Sylvira Grady SCHOOL OF MUSIC  
125600 Sylvira Grady PHILOSOPHY  
125700 Sylvira Grady RELIGIOUS STUDIES   
125800 Sylvira Grady THEATRE AND DANCE   
126100  Sylvira Grady  LANG, LIT, AND CULTURES  
130100  Sylvira Grady BIOLOGICAL SCIENCES   
130200  Sylvira Grady  CHEMISTRY & BIOCHEMISTRY  
130400  Sylvira Grady  EARTH AND OCEAN SCIENCES   
130500 Sylvira Grady MARINE SCIENCE  
130600 Sylvira Grady MATHEMATICS  
130700  Sylvira Grady PHYSICS & ASTRONOMY  
130800 Sylvira Grady  STATISTICS  
130900  Sylvira Grady  CENTER FOR SCIENCE EDUCATION  
131000  Melissa Bell CENTER FOR SCIENCE EDUCATION   
131300 Melissa Bell CENTER COLON CANCER RES ADMIN   
135200  Melissa Bell MILITARY SCIENCE (ARMY ROTC)   
135300 Melissa Bell SOCIOLOGY   
135400  Melissa Bell GEOGRAPHY   
135500 Melissa Bell HISTORY   
135600  Melissa Bell NAVAL SCIENCE  
135700  Melissa Bell POLITICAL SCIENCE   
135800 Sylvira Grady  PSYCHOLOGY   
135900 Melissa Bell ANTHROPOLOGY   
140000 Melissa Bell COLLEGE OF HRSM   
140100  Melissa Bell COLLEGE OF HRSM - RETL  
140300  Melissa Bell COLLEGE OF HRSM - SPTE  
140500 Melissa Bell COLLEGE OF HRSM - HRTM   
140700 Melissa Bell COLLEGE OF HRSM - ITEC   
150000  Daniel Jamison DARLA MOORE SCH OF BUSINESS   
152000  Melissa Bell COLLEGE OF EDUCATION   
152100  Melissa Bell DEPT OF PHYSICAL EDUCATION   
152200 Melissa Bell COE OFFICE OF RESEARCH  
152300  Sylvira Grady  EDUC LEADRSHP & POLICIES  
 152400 Denise Koon EDUCATIONAL PSYCHOLOGY
 
 
 152500 Denise Koon INSTRUC & TECHR EDUCATION  
152600 Denise Koon USC CHILDREN'S CENTER  
152700  Denise Koon POLICY CENTER   
152800 Denise Koon SCHOOL IMPROV COUNCIL ASSISTAN   
152900  Denise Koon RESEARCH, EVALUATION, AND MEASUREMENT CENTER  
154000 Denise Koon GRADUATE EDUCATION CENTER   
155000 Melissa Bell COL OF ENGR & COMPTNG RESEARCH  
155071  Melissa Bell ED FOUNDATION PASSTHRU  
155100  Melissa Bell CHEMICAL ENGINEERING RESEARCH   
155200  Melissa Bell CIVIL ENGINEERING RESEARCH   
155300  Denise Koon ELEC & COMPUTER ENG RESEARCH   
155400 Denise Koon MECHANICAL ENGINEERNG RESEARCH  
155600 Denise Koon INTEGRATED INFO TECH OPERATIONS  
155800 Denise Koon SC ALLIANCE FOR MINORITY PARTICIPATION  
155900 Melissa Bell COMPUTER SCI & ENGR RESEARCH  
156000 Daniel Jamison JOURNALISM & MASS COMMUNICATIONS  
157000 Daniel Jamison SCH OF LIBRARY & INFO SCI  
157100 Daniel Jamison COL OF INFO & COMM  
158000 Denise Koon LS DEANS OFFICE  
158100 Daniel Jamison CLC LAW ADMINISTRATION  
159000 Daniel Jamison COL OF SOCIAL WORK  
160000 Patricia Hemingway MDG SCHOOL OF MEDICINE GREENVI  
171000 Melissa Bell PALMETTO COLLEGE  
171100 Daniel Jamison USC AIKEN  
171500 Daniel Jamison USC AIKEN  
172100 Daniel Jamison USC BEAUFORT - ACADEMIC AFFAIRS  
172200 Daniel Jamison USC BEAUFORT - GENERAL  
172300 Daniel Jamison USC BEAUFORT - COMMUNITY OUTREACH  
172500 Daniel Jamison USC BEAUFORT - STUDENT DEVELOPMENT  
172600 Daniel Jamison USC BEAUFORT - FINANCE & OPERATIONS  
172700 Daniel Jamison USC BEAUFORT - FACILITIES & MAINTENANCE  
172800 Daniel Jamison USC BEAUFORT - ADVANCEMENT  
174400 Daniel Jamison USC SUMTER  
175500 Daniel Jamison USC LANCASTER  
176600 Daniel Jamison USC SALKEHATCHIE  
177700 Daniel Jamison USC UNION  
178100 Daniel Jamison ACAD AFF:FACULTY RECRUITMENT/SEARCH  
178500 Melissa Bell DIR CHG FOR SERV-STUDENT SERV  
178800 Daniel Jamison USC UPSTATE  
180000 Sydney Williams MDC SCH OF MEDICINE  
180200 Sydney Williams MDC CELL/DEV BIO & ANATOMY  
180600 Sydney Williams MDC PATH-MICRO  
180800 Sydney Williams MDC PHARM/PHYS & NEURO  
180900 Sydney Williams MDC BASIC SCIENCES  
181100 Sydney Williams MDC OB/GYN DEPT  
181200 Sydney Williams MDC NEUROPSYCHIATRY  
181300 Sydney Williams MDC FAMILY MEDICINE  
181400 Sydney Williams MDC PEDIATRICS  
181900 Sydney Williams MDC INTERNAL MEDICINE  
182100 Sydney Williams MDC GENETICS-GRADUATE  
182600 Sydney Williams MDC ACADEMIC SUPPORT  
184500 Sydney Williams MDC DEPART OF NEUROLOGY  
190400 Melissa Bell UNIVERSITY PRESS  
210000 Melissa Bell ORSH SPONSORED AWDS MGMT   
211000  Melissa Bell INST PUB SRV & POLICY RES  
211500  Melissa Bell CENTER FOR BIOETHICS   
212000  Daniel Jamison  DIVISION OF RESEARCH   
212500 Daniel Jamison  SMALL BUSINESS DEVP CNTR   
213000  Denise Koon SC INST OF ARCH & ANTHRO   
213100  Denise Koon UNDERWATER ARCHAEOLOGY   
214000 Denise Koon INTERDISCIPLN MATHEMATICS INST   
215000 Denise Koon HUMANITIES RESEARCH & SERVICE   
215100  Denise Koon GUARDIAN AD LITEM   
216000  Melissa Bell BARUCH INSTITUTE   
216100  Melissa Bell SCH OF EARTH, OCEAN, & ENVMT   
217100  Melissa Bell TRIO PROGRAMS   
220000  Melissa Bell ORSH ADMINISTRATION   
220300  Melissa Bell TECHNOLOGY INCUBATOR   
220500  Patricia Hemingway SC INBRE   
220600  Melissa Bell PEROMYSCUS MICE FACILITY   
220700  Melissa Bell CENTER FOR HEALTH DISPARITIES   
220800  Melissa Bell CANCER PREVENTION AND CONTROL PROGRAM   
220900  Melissa Bell HEALTH SCIENCES RESEARCH CORE  
224000 Melissa Bell EPSCOR/IDEA  
224100 Melissa Bell EPSCOR AFFILIATES   
241000  Melissa Bell ARTS & SCIENCES COMPUTING LAB   
244000  Melissa Bell EARTH SCI & RESOURCE INST   
245000  Melissa Bell BIOLOGICAL RESEARCH & TECHNOLOGY   
246000  Melissa Bell NANOCENTER  
251000  Sylvira Grady  INTERNATIONAL PROGRAMS FOR STUDENTS   
252000  Sylvira Grady  DIVISION OF HUMAN RESOURCES   
253000  Daniel Jamison  ENGLISH PRGM FOR INTLS   
300000  Denise Koon UNIVERSITY LIBRARIES   
310000  Denise Koon SOUTH CAROLINA LIBRARY   
320000  Denise Koon SCETV INVENTORY PROJECT   
340000  Daniel Jamison MCKISSICK MUSEUM & ARCHIVES   
430000 Melissa Bell FIN AID & SCHOLARSHIP   
430200  Melissa Bell COLLEGE WORKSTUDY PROG INSTRUCTION   
430300  Melissa Bell COLLEGE WORKSTUDY PROG INSTR/PUBLIC SVCS   
440000  Melissa Bell STUDENT SUCCESS CENTER   
450000  Melissa Bell RESIDENT STUDENT SERVICES  
460000  Melissa Bell STUDENT SERVICES   
461000  Sylvira Grady  STUDENT DEVELOPMENT   
463000  Sylvira Grady STUDENT LIFE  
470000  Sylvira Grady  ADMISSIONS - UNDERGRADUATE   
490000 Sylvira Grady  GRADUATE SCHOOL  
500200  Sylvira Grady LANDSCAPING SERVICES  
500300 Sylvira Grady  CAMPUS SERVICES   
500400 Sylvira Grady  ENERGY SERVICES   
500700  Sylvira Grady  RECYCLING & WASTE MANAGEMENT   
530000  Melissa Bell FACILITIES MANAGEMENT   
531000  Melissa Bell MAINTENANCE SERVICES DIRECTOR   
601000  Daniel Jamison  OFFICE OF THE PRESIDENT   
601100  Daniel Jamison  SYSTEM LEGAL DEPARTMENT   
601200 Daniel Jamison  EQUAL OPPORTUNITY PROGRAMS   
601700 Daniel Jamison  US DEPT OF JUSTICE-OFFC OF LEGAL EDUC   
 602000 Melissa Bell INSTITUTIONAL RESEARCH & ASSESSMENT
 
 
 610000 Daniel Jamison  OFFICE OF PROVOST OPERATING   
620100 Daniel Jamison  HUMAN RESOURCES   
620200  Daniel Jamison  ADMINISTRATION & FINANCE   
620500  Daniel Jamison  CONTRACT & GRANT ACCNTING   
620800  Melissa Bell UNIVERSITY FOUNDATIONS   
620900  Daniel Jamison  OFFICE OF ECONOMIC ENGAGEMENT   
622000  Daniel Jamison  BUSINESS AFFAIRS  
631000  Daniel Jamison  FACILITIES PLANNING/ENERGY SERVICES   
640200  Daniel Jamison  CAREER CENTER   
641000 641000  GENERAL OPERATIONS PERSONNEL  
651000  Melissa Bell INFORMATION TECHNOLOGY -CIO   
652000  Melissa Bell UNIVERSITY TECHNOLOGY SERVICES   
660000  Denise Koon LAW ENFORCEMENT & SAFETY  
660400  Denise Koon TRANSPORTATION SERVICES   
670100  Melissa Bell ENVIRONMENTAL HLTH & SFTY   
690000 Denise Koon DLES LAW ENFORCEMENT & SAFETY  
700000  Daniel Jamison  HOUSING & RESIDENTIAL SERVICES   
710000  Daniel Jamison  HEALTH SERVICES   
910000  Daniel Jamison  AK AIKEN   
911111  Daniel Jamison  AK RUTH PATRICK SCI ED   
911150  Daniel Jamison  AK RESEARCH SUPPORT   
911151  Daniel Jamison  RESEARCH SUPPORT EDUCATION   
911152 Daniel Jamison  RESEARCH SUPPORT BIO-GEO   
917854  Melissa Bell AK FINANCIAL AID   
922000  Daniel Jamison  BFT GRANTS   
922041  Melissa Bell BFT FIN AID RSTC   
946000  Daniel Jamison LAN RESEARCH   
947854  Melissa Bell LAN FIN AID ADMIN   
956646  Melissa Bell SA FINANCIAL AID   
956700  Daniel Jamison  SA BUSINESS AFFAIRS   
957822  Daniel Jamison  SA PROJECT RESEARCH   
964454  Melissa Bell SMT FINANCIAL AID   
966800  Daniel Jamison  SMT RESEARCH   
967849  Daniel Jamison  SMT BUSINESS AFFAIRS   
970000 Daniel Jamison  UN UNION   
977743  Melissa Bell UN ACA FUNDING - FINANCIAL AI   
981020  Daniel Jamison  UP SCHOOL OF NURSING   
981031  Daniel Jamison  UP EDUCATION   
981040  Daniel Jamison  UP FINE ARTS & COMMUNICATION   
981042  Daniel Jamison  UP CHILD ADVOCACY CENTER   
981060  Daniel Jamison  UP NATURAL SCIENCE & ENGINEER   
981065  Daniel Jamison  UP MATHEMATICS & COMPUTER SCI   
981105  Daniel Jamison  UP GRADUATE CONTRACT COURSES   
984001  Daniel Jamison  UP LIBRARY   
984107 Daniel Jamison  UP INTERNATIONALIZATION   
984109 Daniel Jamison  UP STUDENT SUCCESS   
984115 Daniel Jamison  UP SPONSORED PROGRAMS   
 985020 Daniel Jamison
 
UP ADMISSIONS   
 987854 Melissa Bell UP FIN AID ADMIN   
987862  Daniel Jamison  UP FISCAL OPERATIONS
 
 
988990  Daniel Jamison UP RESEARCH   

 

Sponsored programs must be closed out timely to ensure submission of final invoices and final financial reporting by the deadlines required. This matrix is to be used as a guide for common items that require the attention of the department to facilitate close out.

How is a subaward established?

Subawards must be approved by the Sponsoring agency.  This is generally completed as a part of the proposal process.  For more information regarding Subrecipients and subawards, please visit the Sponsored Awards Management (SAM) Office website or reach out to your assigned SAM administrator. 

Office of Sponsored Awards Management | University of South Carolina (sc.edu)  

 

How will the subrecipient receive payment?

As outlined within the terms and conditions of the agreement, the subrecipient should email invoices to the invoicing address listed on attachment 3A.  

A copy of a sample invoice can be found at the link below.

Sample Invoice Template [pdf]

Once the invoice has been received by the Controller’s Office, it will be emailed to the USC PI for approval. 

The invoice should be reviewed, and charges compared to the subrecipient budget.  Ensure the items listed in item 2 of the terms and conditions are included on the invoice.  The invoice must relate to the scope of work expected to be performed and is consistent with any other reports needed from the subrecipient.  

If everything on the invoice matches the budget and scope, email your approval to the Controller’s Office by replying to their email.  If changes are needed, please reach out to the subrecipient to request changes be made and the invoice can be resubmitted by the subrecipient.  

Once the invoice is fully approved by you and the Controller’s Office, the funds for reimbursement will be sent to the subrecipient.

Webinars and Training

Introduction to Grants Management is for principal investigators and departmental business administrators who work closely with Grants and Funds Management to ensure proper management of sponsored award funds. 

The resources below include information regarding:

  • Post Award Accounting Function
  • USC closeout process and sponsor reporting requirements
  • Rules and regulations
  • Different types of auditors and audits
  • Other Grant Related topics
    • Cost Transfer Policy
    • Cost Share
    • Time and Effort Reporting
  • Resources
  • Contacts

Introduction to Grants Management Webinar

Introduction to Grants Management Presentation [pdf]

  • Provides the ability to access expense data using the following search criteria: PI, Contract, and Project (USCSP and USCIP).
  • Groups expenses in the categories as shown on the Standard USC Invoice submitted to sponsors.
  • Provides the ability to expand categories to show detail account codes similar to the GL Dashboard.
  • Displays the budget and actual expenses for direct expenses and cost share.
  • Tracks cost share to help ensure you are spending within ratio. 

How to Use the Grant Dashboard Presentation [PDF]

How to Use the Grant Dashboard Demo Video

How to Use the Grant Dashboard - Job Aid [pdf]

The resources below include information regarding:

  • Cost Transfer Policy Update
  • Risk Account Set Up
  • Close Outs
  • Project Team Workflow
  • Summer Pay on Grants
  • Sub-Award Invoicing
  • Effort Reporting Update

GFM Cost Transfer Update and Other Hot Topics Presentation [pdf]

GFM Cost Transfer Update and Other Hot Topics Webinar

This is the new payroll reporting tool that is replacing HCM’s View Distributed Data. HCM Distribution is in the same format as the old Payroll HUB that was used for legacy payroll, with some additional search criteria options for enhanced reporting.

It provides a monthly listing of all employees in the department in the payroll system. The listing displays payroll information by employee, including their pay group, funding chartfield, gross earnings and the cost of each employee’s benefits to the department.

The Time and Effort Report eForm workflows through business managers, employees, principal investigators and supervisors. The resources below outline this process and how it will affect your grant paid employees.

Time and Effort Training Refresher and Updates Session Resources for July 2022

Business Managers Resources

Employee Resources

Principal Investigator Resources

Supervisor Resources

The resources below include the following information:

  • Where to find the New Dashboard Tile
  • How to use the New Tool
  • Demonstration
  • Other Updates:
    • Updated Salary Cap Calculation Template
    • Updated Payroll Retro Funding Change Form
    • Use of FOV earnings code
  • Tips for Verifying Effort Reports to HCM Distribution

New Time and Effort Dashboard and Tips Presentation [pdf]

New Time and Effort Dashboard and Tips Recording

My Grants Report Dashboard Tile in HCM PeopleSoft Job Aid [pdf]

The Controller’s Office is pleased to announce the President approved the release of FINA 3.35 - Grants and Funds Management - Cost Transfer Policy [PDF]. The purpose of this policy is to set forth the University of South Carolina’s requirements for cost transfers to, from or between sponsored projects.

The following resources:

New Cost Transfer Policy and Retro Funding Changes – Presentation [pdf]

New Cost Transfer Policy and Retro Funding Changes Webinar Recording

Update: As of April 15, 2021, any cost transfer (including Retro Funding Changes) must have a cost transfer justification form attached, if they impact sponsored awards.  This form replaces the need for any memos that would otherwise have been included when requesting transfers.

This form is to protect all vested parties

  • Ensures PI review and approval prior to expenses being moved
  • Ensures proper documentation to avoid audit findings

NEW - Cost Transfer Justification Form [pdf]

 

 


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