Administration of Technical Reports Policy

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Policy Code: 
4153
Approval Authority: 
Vice Chancellor
Policy Type: 
Divisional Policy
Policy Owner: 
Administration and Finance
Responsible Office: 
Administration and Finance - 828.251.6742

I.Purpose 

To establish the responsibilities for administration of technical reports required under a sponsored award agreement.

II. Scope

This policy applies to Principal Investigator/Project Director (PI/PD) closing out sponsored projects or research.

III. Policy

The PI/PD is responsible and accountable for compliance with all regulations associated with sponsored project awards. Technical reports are a compliance requirement for accepting an award.

IV. Definitions

Technical Report – The recorded factual material commonly accepted in the scientific community as necessary to validate research findings, but not any of the following: preliminary analyses, drafts of scientific papers, plans for future research, peer reviews, or communications with colleagues. This "recorded" material excludes physical objects (e.g., laboratory samples).

V. Procedure

A. Responsibility

Technical reporting is the responsibility of the PI/PD and must be completed to meet sponsor’s requirements. Late submissions of technical data may affect the reimbursement of expenditures by the sponsor. The Special Funds Accountant will submit periodic and final billing or reports on the assumption that required technical reports have been submitted by the PI/PD.

All technical reports must be maintained in accordance with the University of North Carolina General Records Retention and Disposition Schedule.

II. Delinquent Reporting

If sponsor payment is delinquent and the Special Funds Accountant is advised the delay is due to the sponsor’s non-receipt of technical data or reports, Special Funds Accountant will advise the PI/PD and the Office of Sponsored Scholarship and Programs so the necessary action may be initiated.

If the technical report is not submitted by the PI/PD, the Special Funds Accountant will notify (in writing) the department chair and the PI/PD’s academic dean.  When no report is forthcoming from the PI/PD, the Special Funds Accountant will follow the processes outlined in the Sponsored Program Bad Debt policy.