Creighton University

Accounting Procedures

PROCEDURE TITLE:

Drug Study Pooling

PROCEDURE NUMBER:

GAPR 08

RELATED POLICY STATEMENT(S):

GNPL 03

DATE ISSUED: 

July 1, 1994

DATE REVISED:

July 1, 1996

OVERVIEW

This procedure provides guidance for all issues relating to the drug study pooling process.

REQUIRED FORM(S)

 

  • Drug Study Pooling Form
  • Grants Budget Form
PROCESSING STEPS

 

Initiating the Pooling Process

 

Drug studies may be pooled either by department or by Principal Investor (PI). No minimum number of funds are required for pooling, but each case will be reviewed by the offices involved in the approval process to determine if a pooling of funds is appropriate. In addition, pooling may be for existing study funds or for funds set up for new studies.

A department or PI should review the related policy statement of drug study pooling mentioned above to determine if drug studies meet the overall guidelines for pooling. Once a determination is made, a Drug Study Pooling Form should be completed. This request may be for the pooling of existing study funds or for a new pool to be established.

The Form must have the written approval of the Department Chairman, as well as Sponsored Programs Administration. In the case where the pooling is for an entire department or multiple PI's within a department, each PI should also sign the form to document the fact that they are all in agreement to pool the funds. The Controller's Office will review the information provided and has the authority for final approval.

Budgeting for Pooled Drug Studies

 

As funding is received for a new drug study that will be included in an existing pool, the department should complete a Grants Budget Form (completion instructions can be found in Section VI, Standard Forms. Budgets will only be established in the pooled fund as checks or wire transfers are received from the drug companies. The check and any correspondence received with the check and the completed Grants Budget Form should be submitted to Sponsored Programs Administration. Sponsored Programs  Administration will forward this information to the Grants and Contracts Accountant in the Controller's Office daily. The Controller's Office will establish the budget and deposit the check into the pooled fund within twenty-four hours of the receipt of the form.