SACS Reaffirmation
| Objective | Review Of Old Contract & Grant Files | |
| Review of old project files to determine if the project can be closed on the University's financial records Associated Goals: Clean Up Of Contract & Grant Awards |
| Indicator | Invoice Or File Claim On Old Accounts Invoice sponsors for revenues not paid to SHSU on old accounts. For State of Texas accounts, file miscelaneous claim form. |
| Criteria | Invoice Old Accounts Review old accounts and invoice sponsors where necessary. File miscellaneous claims form to State of Texas on state awards. |
| Finding | Reviewing old accounts This is an ongoing process which is currently been put on hold due to 2 vacancies in the department. |
| Indicator | Write Off Of Old Account Balances Write off of balances on old accounts after reviewing project files |
| Criteria | Write off old projects to grant audit adjustment Write off old account balances to grant audit adjustment account after review of old project file and approval by appropriate SHSU management. |
| Finding | Write off of accounts This is an ongoing process and will continue when the office is fully staffed. |
| Action | Invoicing old accounts The invoicing of old accounts will continue when the department is fully staffed. |
| Action | Write Off of Old Accounts No further action needed at this time. |
| Objective | Invoices Are Prepared Accurately | |
| Invoices to sponsors are accurate and reflect expenditures incurred on the University's fianncial records Associated Goals: Clean Up Of Invoicing Function |
| Indicator | Invoices Are Accurate Invoices are mathematically correct, report costs in correct category and agree to amounts per the University's records |
| Criteria | Invoices are accurate and complete Invoices submitted are correct, include required support documentation and reconcile to the University''s Financial records |
| Finding | Accuracy on Invoicing This is an ongoing process and will be evaluated when the office is fully staffed. |
| Action | Invoices accurate and complete No further action at this time. |
| Objective | Invoices Are Prepared In Correct Format | |
| Invoices to sponsors are prepared in the format specified by the award terms Associated Goals: Clean Up Of Invoicing Function |
| Indicator | Correct Invoice Formats Invoices will be prepared according to samples provided by sponsers. |
| Criteria | Formatting of Invoices Invoices will be formatted according to the samples provided by sponsors. |
| Finding | Format of Invoices This is an ongoing process and will be evaluated further when the office is fully staffed. |
| Action | Format of Invoices Action will be taken when office is fully staffed. |
| Objective | Invoices Are Prepared Timely | |
| Invoices are prepared in accordance with the award's terms Associated Goals: Clean Up Of Invoicing Function |
| Indicator | Monthly & Quarterly Invoices Sponsors are billed monthly or quarterly as indicated in the award's terms and conditions |
| Criteria | Monthly & Quarterly Invoices Monthly & Quarterly invoices are not delinquent and are prepared within the timeframe specified by the contract terms and conditions |
| Finding | Timely Invoices This is an ongoing process that will be sampled when the department is fully staffed. |
| Action | monthly and quarterly invoices No action at this time. |
| Objective | Policies And Procedures Manual | |
| Development of written policies and procedures for contract & grant awards Associated Goals: Develop Policies And Procedures |
| Indicator | Policy And Procedures Manual Prepare a manual that lists policies and procedures for post award administration at SHSU. |
| Criteria | Policy and Procedures Manual A written manual of the policies and procedures of the Contract & Grants Office at SHSU. |
| Finding | Policy/Procedrue Manual The policy and procedure manual for contracts and grants in still being formulated and will be completed after a new director of Contracts and Grants is hired. |
| Action | Policy and Procedure Manual This process to create the manual will continue and updates will be made as changes in procedure occur. |