Type of Policy
Administrative
Policy No
3.3
Last Revised
Review Date
Contact Name
Josh Rosenberg
Contact Title
Senior Director, Grants and Contracts Accounting
Contact Email
josh.rosenberg@business.gatech.edu
Reason for Policy

Undesignated Sponsored Instruction, Sponsored Research and Sponsored Other fund 20400 driver worktags are used as a means of facilitating the budgeting of personal services only when specific Award/Grant numbers are not yet known. Undesignated expenditures must be completely removed from the accounting records before the end of each fiscal year.

Policy Statement

Undesignated driver worktags should only be used where there exists a high degree of assurance that the award(s) will be approved or where administrative delays have been encountered in the issuance of award documents and the assignment of Award/Grant driver worktags. Undesignated driver worktags are not a budgetary device to cover salaries for which adequate funding has not been identified and only hopes exist to cover them in the future. Undesignated worktags are not to be used as a means of balancing a budget and they should never be used when valid sponsored information is available. Undesignated worktags are to be used for salaries only. Non-salary expenses such as travel or materials and supplies should never be charged to undesignated worktags.  Advance Award/Grant numbers can be assigned under specific circumstances as described in Institute Research Policy 2.7.

Scope

This policy applies to individuals who devote time to sponsored activities across all units of the Georgia Institute of Technology, with the exception of the Georgia Tech Research Institute (GTRI). GTRI employees should reference GTRI Policy 6190 - Reporting Time and Paid Leave.

Procedures

An undesignated sponsored report is produced each month by the Commitment Accounting team for each unit and for the Office of the Executive Vice President for Research (EVPR).

For the first eleven months (July - May) of the fiscal year, any undesignated expenditures over 60 days will require justification in accordance with procedures managed by the Office of the EVPR.

Prior to the end of the fiscal year, any balances in the Undesignated Sponsored Projects must be removed and posted to an appropriate unit worktag or other allowable funding source.

Contact Commitment Accounting through ServiceNow for specific guidance related to managing salary allocations as Express Direct Retro (EDR) transactions.

Contact the Grants and Contracts Accounting Department through ServiceNow for specific guidance related to managing sponsored awards at Georgia Tech.

Personal Services and Effort Reporting guidance is available on the Grants and Contracts Accounting website at www.grants.gatech.edu.

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Responsibilities
Commitment Accounting

Commitment Accounting will publish an aged undesignated summary report and deliver it to each department via email.

Grants and Contracts Accounting

Grants and Contracts Accounting will review and approve or deny salary cost transfers from undesignated to sponsored awards in accordance with Institute policy.

Enforcement

Salaries not moved from the undesignated driver worktag to the appropriate sponsored award in a timely fashion may be unbillable to external sponsors and therefore must be covered by the department’s state or discretionary funding.

To report suspected instances of ethical violations, please visit Georgia Tech’s Ethics Hotline a secure and confidential reporting system, at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508