Policy: 704 - Non-Sponsored ProjectsDate: April 29, 2010 (Last updated: August 9, 2010)
- Statement of Policy
- Records Retention
- Related Documents
A non-Sponsored project is a project that is funded by an internal entity such as a state agency, UW institution or another UW-Madison department which doesn’t have billing or reporting requirements. Examples include an internal project, a state project, a trust fund project or a gift project. Non-sponsored projects are set-up, maintained, monitored, and closed-out using Project Lite software, a “slimmed down” version of the PeopleSoft Project Costing Module (part of the UW-Madison Grants Module). WISDM is used to access information entered into Project Lite.
- Non-sponsored projects:
- Could have a source of funds from an internal entity such as State, institutional or departmental
- May be funded by multiple sources
- Generally do not have billing or reporting requirements
- May have “effort” reporting requirements depending on the funding source
- Generally do not have F & A (Facilities & Administration) overhead costs charged
- Generally do not have conditions attached
- Time period may extend beyond a fiscal year, but also could be for a shorter period of time
- Generally do include gift projects
- Use funds 136 (General Operations Receipts), 161 (Trust Funds), 233 (Gifts), and various other funds
- Examples of a non-sponsored project could be an internal project, a State project, a Trust Fund project or a gift project
- Non–sponsored projects generally use a Project ID format for reporting and monitoring purposes. A Project ID:
- Represents a type of program activity, event, special event or project within a fund that must be monitored and reported independently from the organization
- Has a beginning date and generally has a ending date, but could be on-going
- Is managed/monitored by a project manager/principal investigator either on an inception-to-date basis or on a fiscal year basis
- Allows for reporting across multiple departments and divisions
- Consists of seven characters (first 3 characters = “PRJ” and last 4 characters = numbers issued sequentially in NNAA format where NN are numbers and AA are alpha characters)
- Project Lite software is used at UW-Madison for the set-up, maintenance, monitoring, and close-out of non-sponsored projects. Project Lite uses a “slimmed down” version of the Projects Costing Module (part of the UW-Madison Grants Module). Three separate panels/screens (general information, team information, user fields) are used within the Project Costing Module. In addition, two customized panels/screens have been added to the Project Costing Module and are also used (award reporting, gift-in-kind reporting).
- Accounting Services is responsible for the set-up, maintenance, monitoring, and close-out of all non-sponsored projects unless designated divisions have been delegated this responsibility.
- Divisions may request and ultimately receive delegation responsibility fromAccounting Services for the set-up, maintenance, monitoring, and close-out of non-sponsored projects for their division.
- In order to effectively assume and maintain appropriate delegationresponsibilities, it may be prudent to have the following roles and responsibilitieswithin a division before assuming delegation:
- Project Manager/Principal Investigator – identifies need and coordinates with department administrator
- Department Administrator – works with certified user to edit and/or close project
- Certified user of Project Lite – verifies need, sets up project, edits existing projects, and closes-out project, as needed
- In order to learn about Non-Sponsored projects in general, gift projects, Project Lite, and gain access to Project Lite software potential users must complete a training course that provides Project Lite user certification and delegation responsibility at the successful completion of the course.
- Once a division user has attended the appropriate training and has beencertified in the use of Project Lite the user is expected to:
- Keep his/her login and access to Project Lite confidential
- Use only his/her login for access to Project Lite
- Enter information in all appropriate fields during set-up process
- Set up projects for only the division (s) he/she is responsible for
- Use appropriate funds for all projects
- Administer, manage and monitor projects that he/she sets up
- Change set-up information as needed
- Update edit information as required
- Update project status when necessary
Purchases and receipts against non-sponsored projects fall under the UWS Fiscal and Accounting General Records Schedule found at: http://www.uwsa.edu/gc-off/records/schedules/UWS.Fiscal.Accounting.General.Schedule.Spreadsheet.FINAL.2008.pdf
The retention period for all non-sponsored documents related to purchases and receipts is the fiscal year of creation plus an additional 6 years for the original record and thereafter destroy. Duplicate documents should be destroyed when no longer needed. Do no retain duplicates longer than the original record.
- Sponsored/Non-Sponsored Project
- Department ID/Project ID
- Roles & Responsibilities
- PeopleSoft Modules
- Instructions for the Use of Projects and the Project Lite System – Madison Campus
- Reference Manual for the Use of Projects and the Project Lite System – Madison Campus
- Charitable Contribution Substantiation and Disclosure Requirements
- The IRS has issued a new edition of Publication 1771, Charitable Contribution Substantiation and Disclosure Requirements; see http://www.irs.gov/pub/irs-pdf/p1771.pdf.
- UW-Madison and UWF Policies (David Ward memo dated 11-01-11)
- UWS Fiscal and Accounting General Records Schedule
- Email: firstname.lastname@example.org
- Susie Maloney, Accounting Services, 890-3220, email@example.com
Who should know this policy?
- Deans, Directors, and Staff who work with project