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Frequently Asked Questions

  • A project is a collection of related financial activities across one or multiple business lines for the same objective and/or mission. To achieve a more detailed picture of all the financial activities, the project can be sub-divided into tasks.

  • A Non-sponsored project is a project that is not award based. It can receive funding through internal and external sources. Spending has either minor or no restrictions.

  • A task is used to break down a project into more manageable parts. Tasks are created to track specific activities within a project that are not covered by the Expenditure Type, Business Line or Location. Every project must have at least one task. Non-Sponsored projects can have multiple tasks; Sponsored projects will have only one task. Tasks are standardized and approved by the Project and COA Governance Committee.

  • An expenditure type is the same as the account (natural account) segment in the Chart of Accounts.

  • The expenditure organization includes the unit, division, and organization segments in the Chart of Accounts that is being charged to on the Project. There can be only one UDO per project.

  • The Federal Appropriations project type is for Land Grants.  A land grant is land awarded to Rutgers University for expansion (Cook/Douglass Campus). Rutgers receives federal funding authorized under the Smith-Lever and Hatch Acts which established “Cooperative Extension Services” research for agriculture, economic development, public policy, 4-H, home economics, and coastal sciences.  These grants are administered by the School of Environmental and Biological Sciences (SEBS).

  • Yes, designated projects are associated with one fund type.

  • After Research Financial Services sets up an award in Sponsored projects, the Principal Investigator automatically populates to the project manager field. For Non-Sponsored Projects (no award), University Controller’s Office (UCO) personnel will be the Project Manager for centrally run projects. For Designated Projects, the units determined who would be assigned on each project. The project manager can be changed at any time by completing the new Project Request form located on the UCO website or by reaching out to the UCO project administrator.

  • Select the Projects tile>Tasks>Manage Costs.  Search for your project and all costs transaction will appear.

  • Raw cost is the expenditure amount before applicable Facilities & Administration (F&A) or burden cost is applied.

  • Burden cost is the raw cost (expenditure amount) plus Facilities & Administration (F&A). The system will calculate the F&A for sponsored projects, if the project is non-sponsored, then the raw cost and burden cost will be the same.

  • If one of your project’s set up violates a cross validation rule, we will contact you to either ask for a valid U-D-O combination, or inform you that a business line does not work with a fund type, for example. The Controller’s Office has been reaching out to people who need to correct project set up.