University of California
The PI Hub
Monitor Budget Checklist
Monitor Budget Checklist
Performance Checklist
- Are you completing all reports as required by the award sponsor?
- Has there been a change of plan or scope of work?
- Are you on track to complete the project within award period?
- Has there been a change of in PI or other key personnel?
Budget Considerations
From the UC Davis, PI Ledger Review Report instructions
http://accounting.ucdavis.edu/EX/PI_LedgerReviewReport.cfm
Only costs which directly benefit a project may be charged to a project and must be in accordance with the terms and conditions of the award. The following are a few suggestions to consider when reviewing the report for allowability and allocability of expenses charged to your accounts.
- Salary and Benefits
- Did the individuals listed on the report work on the project in proportion to the percentage of their salary charged?
- Are all salary charges allocable to the project?
- Are there any individuals who worked on the project and should have been charged but do not appear on the account?
- Do any changes in staff assignments need to be communicated to your administrator so payroll charges will accurately reflect effort expended in support of the project in future periods?
- Did the individuals listed on the report work on the project in proportion to the percentage of their salary charged?
- Supplies and Expense
- Are all expenses on the account allocable and allowable to the project?
- Are there any additional expenses that should have been charged but do not appear on the account?
- If expenses were allocated to multiple projects, was the allocation to each project based on proportional benefit?
- Equipment
- Is the equipment expense allowable according to the terms of the agreement?
- Were the necessary prior approvals obtained, if applicable?
- If the equipment was charged to multiple projects was the allocation methodology appropriately documented to support the charge to each account?
- Was the cost allocated to each project based on proportional benefit?
- Travel
- Is travel allowable according to the terms of the agreement?
- Did the travel directly benefit the project?
- Were the necessary prior approvals obtained, if applicable?
- Subcontracts
- Are reimbursements to subcontractors in alignment with actual work performed in support of the project?
Other Considerations While Reviewing the Report
- Effort Commitments
- Are the percentages listed an accurate reflection of commitments made to the sponsor?
- Are the listed individuals on track to meet their effort commitments to the sponsor?
- Budget
- Does the % Spent to Project Completion shown on the report appear reasonable in light of your knowledge of how the project is progressing?
- Are there any budget categories in overdraft that require re-budgeting actions, including approvals, if applicable?
- If the award is ending within the next ninety days and the project will not be completed within that timeframe, has a no-cost extension been initiated?