Guidelines For Managing Expenses and Funds
Download step-by-step instructions on the new Oracle Purchasing Process for Provost Funding program awards.
For a downloadable (print-friendly) version of the Expense Guidelines document, click HERE.
The table below outlines allowable and unallowable expenses as well as directions for how to charge and manage those expenses. For questions, please contact TIPS@vanderbilt.edu or the Office of Cross-College Initiatives (firstname.lastname@example.org), which manages the internal funding programs.
Utilization of funds in the established timeline is expected. As per the university’s accounting standards (GAAP: Generally Accepted Accounting Principles), carry forward of funds from one year to the next for multi-year awards or extension of funds beyond the award period are not allowed.
TIPs funding and expenses are managed within a VU cost center. Costs incurred by VUMC-employed faculty are reimbursed per Employee Service Agreements or Non-Sponsored Billing Agreements (see below).
Allowable and Unallowable Expenses and Guidelines
| Expense Type|| Guidelines
|Capital expense – VU||
|Capital expense – VUMC||
|Travel – VU||
|Travel – VUMC||
|Materials and Supplies||
| CORES expenses||
|Graduate financial aid||
VU-VUMC Financial Collaboration Agreements and Process
If expenses cannot be charged to a VU center, VUMC collaborators should work with their departmental administrators to initiate either NSBAs or ESAs (defined below).
- Employee Service Agreement (ESA)*: A form to document the terms for faculty and staff direct labor expenses associated with a non-sponsored program. The form can be found here.
- Non-Sponsored Billing Agreement (NSBA)*: A form used to document the terms to facilitate reimbursement for non-labor expenses not covered through sponsored agreements; also used for certain expenses associated with VU graduate students working with VUMC-employed mentors. The form can be found here.
Download the ESA/NSBA Process Chart here
Once the ESAs or NSBAs are approved, actual expenses would be submitted to VU on a monthly basis for reimbursement.
If new expenses are identified, the agreements may be modified. If major changes are made (a budget reallocation of more than 20%), the OCCI/TIPs administrators (TIPs@vanderbilt.edu) should be contacted for award review and approval. OCCI/TIPs administrators will review expenses periodically and may ask for back-up documentation to ensure the NSBAs and ESAs stay current with actual spending.
* Note for funds transferred from VU to VUMC for ESAs and NSBAs funded by a TIPs, VUMC will waive the 10% overhead charge.