Georgetown University Graduate School of Arts and Sciences :Tradition, Excellence, Innovation.

Home

Sciences Research Admin Service Center
Service Center Implementation
Goals and Standards
Proposal Development
Post-Award Management
Monthly Requirements
Award Closeout
Improvement Initiatives
Institutional Funding
Partners
Contact the Service Center

Monthly Requirements

Cost Center Status Report Reconciliation

For every grant, a Cost Center Status Reconciliation Report must be completed monthly and submitted to the Main Campus Finance Office. To complete these reports, one must 1) verify that there is source documentation (expense voucher, purchase order, email, etc.) for all transactions, 2) verify that transactions are in accordance with University and Main Campus policies and procedures, 3) verify, as delegated, that all salary charges against the cost center are correct (salary distributions, lump sums, etc.) and 4) follow up on questionable transactions and document what steps will be taken.

PIs are required to complete this report on a quarterly basis for the following months:

January (Due February 5th)

April (Due May 5th)

July (Due August 5)

October (Due November 5th)

The Service Center will complete this report for PIs for the months not listed above.

Procurement Card Reconciliation

Below is a timeline of the steps that will occur for all future monthly procurement transactions. Please adhere to the “Day” column and its corresponding Activities.

1) Colored envelopes will be given to every PI for them to place receipts of purchases made using the ProCard.

2) Each month the ProCard Reconciliation Form will be created for each PI.

3) The PI will complete the ProCard Reconciliation form and email it to Susan Lim at BCL6@georgetown.edu.

4) After the ProCard Reconciliation form is emailed to the Service Center, the PI will send the envelope with receipts back to the Service Center, GSAS.

5) Please DO NOT forward the envelope via campus mail. If hand-delivering is not possible, please contact Susan Lim at 7-0073 / BCL6@georgetown.edu and the Service Center will come pick up the form from your office.

Day	Example	Activity
1 – 31*	Aug. 1 – Aug. 31^st	Transactions charged
36	Sept. 5^th	Close of previous month
36– 51	Sept. 5^th – Sept. 20^th	Procard Reconciliation form is prepared and sent to PI
51	Sept. 20^th	Last day to send Reconciliation Form to PI
51-61	Sept. 20^th – Sept. 30^th	PI fills out form
61	Sept. 30^th	PI sends back form to Service Center
61– 71	Sept. 30^th– Oct. 10^th	Service Center prepares cost transfer
71	Oct. 10^th	Last day to send cost transfers to Will
71 – 80	Oct. 10^th – Oct. 19^th	Upload data
80	October 19^th	Last day to upload