Policy: 704 - Non-Sponsored Projects

Date:  April 29, 2010 (Last updated: August 9, 2010)


Statement of Policy

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.

  1. 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
  2. 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)
  3. 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).
  4. 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.
  5. 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.
  6. 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
  7. 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.
  8. 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

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Records Retention

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.

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Definitions/Terminology

SPONSORED AND NON-SPONSORED PROJECT

Sponsored Project

Non-Sponsored Project

Source of fund is from an external entity whom the UW will have an ongoing relationship with after the initial receipt of funding

Source of funds could be from an internal entity such as State, departmental, or institutional

Generally, if money is from the federal government it is a sponsored project

May be funded by multiple sources

Ongoing relationship usually in one of the following forms:

  • Billing/letters of credit (LOC) draws
  • Reporting requirements (both technical & financial)

Generally does not have billing or reporting requirements

Reporting requirements include “effort” reporting (work performed)

“Effort” reporting may be required depending on funding sources

Facilities & Administration (F&A) overhead coast are usually charged

F&A is generally not charged

Has terms & conditions attached

Generally does not have conditions attached

Time period often extends beyond a year

Time period may extend beyond a fiscal year – could be for a shorter period of time though

Under certain circumstances, internally funded projects may be treated like a sponsored project because of the imposed terms, conditions or other reporting requirements (e.g. fund 101 projects created by Graduate School)

Gift projects are generally considered a non-sponsored project

Funds used – 133 (Contracts), 135 (Gifts-WARF), 142-148 (Federal Aid)

Funds used – 136 (General Operations Receipts), 161 (Trust Funds), 233 (Gifts), various other funds

Usually is in one of these forms:

  • Grant
  • Contract
  • Cooperative agreement

Examples:

  • Internal project
  • State project
  • Trust Fund
  • Gift Project

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DEPARTMENT ID AND PROJECT ID

Department ID

Project ID

Represents an organizational unit or reporting entity such as a segment of a school or college

Represents a type of program activity, events, special events or project within a fund that must be monitored and reported independently from the organization

Should be used for on-going business operations, recurring expenses/revenue

Has a beginning date and generally has a ending date, but could be on-going

Managed/monitored by a department/division supervisor/manager on a fiscal year basis

Managed/monitored by a project manager/principal investigator either on an inception-to-date basis or on a fiscal year basis

Keeps track of multiple project ID activity within a department

Allows for reporting across multiple departments and divisions

Consists of six digits

  • first two digits = the Division
  • next two digits = the Department
  • last two digits = the Sub-Department

Note: Payroll uses “A” preceding the six digits

Consists of seven characters

  • first three characters* = “PRJ”
  • last four characters* = numbers issuedsequentially in NNAA format (NN = number and AA = alpha)

Note: Payroll only uses the last four characters

* as of February, 2008

Example
03 = Business Services
01 = Administration
10 = Information Technology

48 = College of Letters & Science
83 = Sociology
60 = Science & Technology Studies

Examples
A grant
A contract
A gift
A revenue producing activity like the publication of a journal
A conference/seminar
A special event

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ROLES and RESPONSIBILITIES

Role

Responsibility

Project Manager/PI

Identify need and coordinate with department administrators.

Department Administrator

Work with certified user to edit and/or close project.

Certified user (at division level) of Project Lite

Verify need and set up new project or edit existing project, if appropriate. Contact Accounting Services, if necessary.

Accounting Services Staff

  • Provide test environment access to new user before training
  • Provide training and certification
  • Provide expertise and consulting
  • Monitor and run post-audit reports
  • Serve as back-up when needed
  • Serve as Project Lite administrator for divisions who do not have a certified user

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TERMINOLOGY-PEOPLESOFT MODULES
Grants & Associated Modules Project Lite
  • UW-Madison, UW-Milwaukee, and UW-Extension will use the Grants Module for setting up sponsored projects
  • UW-Madison, UW-Milwaukee, and UW-Extension will also use the functionality of other associated modules for sponsored projects: Proposals (including WISPER), Award processing, Contracts, Billing, A/R, Commitment Control, Cost Share, Effort Reporting
  • users will be able to access information entered into the Grants Module through WISDM reporting tool
  • will be used by UW-Madison, UW-Milwaukee, and UW-Extension for non-sponsored projects
  • will be used by all other UW system campuses for both sponsored and non-sponsored projects
  • uses a “slimmed down” version of Project Costing Module
  • uses three panels (screens) of Project Costing Module
  • general information
  • team information
  • user fields
  • uses two customized (“bolt-on”) panels that were added
  • award reporting (including financial information)
  • gift-in-kind reporting
  • users will be able to access information entered into Project Lite through WISDM reporting tool
  • users who use both the Grants Module and Project Lite will notice consistency in the data elements regardless of where the project was created
  • unique project numbers will be assigned across campuses
  • project numbering will be auto-numbering (after February 2008)
  • format will be PRJNNAA (NN=numeric, AA=alpha)

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Procedures

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Related Documents

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Contacts

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Forms

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Who should know this policy?

  • Deans, Directors, and Staff who work with project