Over-expenditures

As a general principle, over-expenditure of a research project is not permitted. Over-expenditures are managed in accordance with the Over Expenditure (Authorized) and Over Expenditure (Unauthorized) UAPPOL procedures and can be monitored through the Researcher Home Page.

Over-expenditure (Unauthorized)

When a project has an unauthorized over-expenditures, RSO will make the project inactive. In order to resolve the unauthorized over-expenditure:

1. Make sure there are no continuing or outstanding commitments against the project (i.e., purchase orders, payroll, internal charges from the other departments).

2. Write an email to Finance to reactivate the project and to clear the over-expenditure in the project. Please provide the following information in the email:

• SpeedCode in OE and a new SpeedCode to transfer the expense(s) to.

• Details of the expenditures that need to be transferred including the vendor or employee name, expense date, amount, invoice number, journal ID, and voucher number.

• Confirmation that the expenses are eligible on the new SpeedCode provided.

Requesting Authorization for an Over-Expenditure

There may be circumstances which might justify a temporary over-expenditure of a restricted research project to allow continuity of research activities. The project holder may request prior authorization of over-expenditure in the case of existing multi-year awards (except in the final year of the award) or if the sponsor has made a written commitment to provide new or renewal funding.

Please note, requests for authorization of temporary over-expenditures are only allowed on restricted projects (i.e., Fund 530). Research operating (Fund 330) projects are not allowed to be over-expensed.