FAQs

No, the role of the Authorized Organizational Representative (AOR) will continue to be managed via OSPA through the role of the Associate Vice President for Research as it is today. This is a central office function and will remain so.

On the CGS website we have a detailed Service Catalog. The CGS Service Catalog outlines each service in detail that the Collaboratives will perform. This is also described at a higher level on the Services page of the CGS website. Each role across the research lifecycle is broken down in the RACI matrix on the CGS website.

Each role across the research lifecycle is broken down in the RACI matrix on the CGS website. This CGS RACI Matrix outlines who is Responsible, Accountable, Consulted, and Informed for each task that the Collaboratives is responsible for. This chart provides a structured way to communicate who is responsible for specific tasks or decisions, who is accountable for the outcome, who needs to be consulted before decisions are made, and who should be kept informed of progress. Specific Investigator resources have been developed and are available on the CGS Investigator webpage.

Completed SAG forms should be sent to the Post Award Manager within their hub area listed here.  Once the Manager receives the completed form, they will review the following items at minimum and follow up with any additional questions before forwarding the form for further processing.

• The account to be charged is an appropriate account for student tuition 
• The budget dates of the award align with the tuition being charged 
• The GL code is correct on the form 
• The account has budget available in the correct sponsored class  
• The student has the correct type of position in SAP to charge tuition 

The tuition is for the correct semester

The sooner our office is aware of an investigator leaving the institution the more support we can provide for the MOU process.  Please reach out to the associated Post Award Manager listed here with questions related to the (MOU) process and for alerting our office when an investigator is leaving.  The Post Award Manager will help to facilitate the process of getting the MOU reviewed and submitted through the appropriate offices.

The financial month closes three business days after the end of each month, and it takes at least one additional business day for the Tableau system to generate the PI reports. Once the reports are available in Tableau, CGS Post-Award Specialists can begin their review.  CGS Post-Award Specialists will have until the following month's PI reports are available to conduct PI meetings (via email or zoom/Teams) and review the previous month’s financials. Closing accounts will be prioritized, and information will be presented to investigators as early in the month as possible.

Please click here for more information regarding the need for having adequate internal controls.

There are no responses required when the email is received.  The notification is to provide information on the transaction that posted incorrectly to prevent these errors from occurring in the future.

No, the expense will be moved to the responsible unit indirect overrun and must be moved via cost transfer to another non-sponsored cost object.

CGS will make every effort to allow for expenditures to remain on sponsored projects and will reach out if there are additional questions to be answered.  Only the true unallowable costs will be removed via the non-compliant process.  This process is meant to lessen errors and to protect the assets of the institution.

More information related to KY State Sales Tax can be found in the University Procard Manual and the Procard FAQ.

All sponsored project related cost transfers should flow through CGS for processing with very few exceptions.  Please contact your Post Award CGS contact for assistance with this process.

The standard process for Cost Transfers that go through CGS will involve the approval of the DA/BO for any cost transfer, and also the approval of the Principal Investigator for any cost transfer that adds an expense to a sponsored project.

The CGS post-award specialist should work with the Financial Analyst to initiate the JV. The department should provide the justification.

The CGS Post-Award Specialist should work with the Financial Analyst to initiate the JV. The department should provide the justification and required backup documentation.