The CGA unit is responsible for the invoicing and filing of the various financial reports
(Cash Status, inventory, etc.). These vary according to the requirements of the grantor.
Invoicing:
Some grants are invoiced with a report detailing expenditures, some require
vouchers and other documentation to be attached. Some grants are reimbursed by electronic
fund transfer (EFT), some by wire transfers and some by check. If the grantor is a South
Carolina state entity then the invoice - if over a thousand dollars ($1,000.00) must be
accompanied by an IDT (Inter Departmental Transfer). The CGA unit is responsible for
responding to a variety of invoice schedules - monthly, quarterly, completion points and
advances.
University Reports:
Your first contact with a grant may be in preparing information
for the proposal. For others the first contact may be when you find a Management
Information Report - Level I or a Management Information Report - Level II. If there is a
cost share requirement you may also have a Share of Cost Statement - Level 01.
Management Level I
The Level I is a detail report listing expenditures by the transaction type voucher (VO),
journal entry (JE), requisition (RQ) and transaction number, vendor name or description,
date and amount. It will also show a purchase order (PO) and the remaining amount on the
purchase order after a charge has been posted against the original commitment.
Management Level II
The Level II is a summary report which will summarize the expenditures and commitments by
the object (class) code ( personnel, supplies, etc.) This will also include a cost share
budget and expenditure summary.
The Share of Cost Statement - Level 01
The Share of Cost Statement - Level 01 is similar to the Level I but documents the cost
sharing expenditures.
If you have personnel on grants or cost shared to grants you may also see Monthly Time and
Effort Update Report and a Time and Effort Report / Activity Report.
Time and Effort frequently asked questions
Federal Reports:
The most common reporting forms used by federal grantors are:
Financial Status Reports (FSR 269)
Request for Advance of Reimbursement (SF270)
Federal Cash Transaction Report (SF 272)
