Responsible for financial and accounting practices. Also includes the Office of Research Administration and Finance, which helps manage compliance with research grants and contracts.

"Red Flag" Policy

Outlines Rensselaer's "Red Flag" plan to help prevent and detect identity theft.

Accounting and Financial Reporting

 Includes policies covering and procedures covering Monthly Financial Closing Schedules, Financial Transaction Requests (FTR), Fixed Asset Capital Requests, Financial Management of Gifts and Endowment funds, Year-End Closing Memoranda, and the Institute Records Retention Policy.

Accounts Payable

Includes policies and procedures covering Cash Reimbursement Procedures; Approved Direct Pays Guidance; Cash Reimbursement Request Form; Collegiate Store Authorization Form; Deposit Transmittal Form; Gift Card Procedure; Procedures on Selection/Payment of Human Subjects in Research; Operating and Change Funds Procedures; ACH Information Request Form; and the Rensselaer Template Statement of Services Performed Outside of the U.S.

Bursar's Office

The Office of the Bursar's main activities include billing and collections for all undergraduate and graduate students at the Institute, preparing and electronically sending out tuition bills, and providing account analysis to students and their families. In addition, the Bursar's Office processes all departmental transactions, such as deposits and petty cash reimbursements.

Capital Equipment

The Controller's Office is responsible for ensuring compliance with federal regulations and Institute policies governing the management of all capital equipment, including its use, location, maintenance and disposal. While Rensselaer's departments are responsible for overseeing their own equipment, the Controller's Office is responsible for keeping an accurate up-to-date master inventory.

Controller's Office

The Controller's Office leads and manages Rensselaer accounting activities; provides expertise in fund, investment, and capital accounting; facilitates the transfer of gifts of securities; and provides analysis and reporting of financial information. Policies include those covering Accounting and Financial Reporting; Payroll; Accounts Payable; Student Employments Policies and Procedures; and Travel and Expense Policies and Procedures.

Cost-Sharing Policy for External Research Grants and Fellowships

The goal of cost-sharing is to enhance the competitiveness of our research proposals and to ensure optimization of resources that benefit the research enterprise. Cost-sharing requests may be granted for many reasons on sponsored research and other sponsored programs.

Delegation of Contractual Authority

Vice President of Finance memorandum outlining delegated authority for signing contracts as stated in Section 1.3 of Procurement Policies and Procedures.

Direct Charging Policy and Procedures

Direct Costs are expenses that can be identified specifically with a particular sponsored project or other direct cost objective, such as Auxiliary Activities or Instruction, or expenses that can be directly assigned to such activities relatively easily with a high degree of accuracy. This policy provides information to identify those direct costs and distinguishes them from Facilities and Administrative (or indirect) costs.

Export Compliance in Research

Describes the obligations of Principal Investigators and other research participants in complying with export laws and regulations in the conduct of research. Includes policies and procedures on Foreign Scholars and Visitors, and regarding International Mailing and Shipping.

Gramm Leach Bliley Act

Summarizes Rensselaer's written policies and procedures as mandated by the FTC’s Gramm-Leach-Bliley Act (16 CFR part 314). Specifically, describes the policies pursuant to which the Institute intends to (1) ensure the security and confidentiality of covered records, (2) protect against any anticipated threats or hazards to the security of such records, and (3) protect against the unauthorized access or use of such records or information in ways that could result in substantial harm or inconvenience to customers.

Labor Verification

Effort reporting, or labor verification, is a process mandated by the federal government to verify that direct labor charges to or cost shared on sponsored agreements are reasonable and reflect actual work performed.


Includes Student Employees and FICA Exemption Clarification; Labor Verification (Policy and Procedures, FAQs, and Schedule); Supplemental Pay Policy; Planned Labor Handbook Student Award Payment Authorization; Labor Tuition Cost Transfers; EPAF Authorized User Request; Employment Transaction Form; and Electronic W-2 Sign Up.

Policy and Procedures on Sponsored Research Cost Transfers

Rensselaer expects that costs be charged to the appropriate award when first incurred, but acknowledges that there are circumstances where it may be necessary to transfer expenditures to another award subsequent to the initial recording of the charge. These procedures have been established in accordance with the Office of Management and Budget Uniform Guidance Part 200: Uniform Administrative Requirements, Cost Principals, and Audit Requirements (OMB UG Part 200), which provides guidance for determining the costs applicable to sponsored agreements.


Rensselaer Procurement Policies and Procedures provide information on requisitioning procedures, bidding requirements, procurement practices, and the receiving of goods and/or services for Institute use. The Policies and Procedures reflect the requirements of state and federal statutes and good business practices. The procurement of all goods and services must be made in accordance with the Procurement Services Policies & Procedures, as well as any other applicable authority, to ensure accountability and fairness to the suppliers.

Research Administration and Finance

Research Administration and Finance (RAF) serves as a central resource by providing guidance and stewardship for the entire research community at Rensselaer. RAF assists faculty with proposal submissions, grants, contracts, subawards, and agreements, and also helps in complying with sponsored project regulations and requirements.

Research Project Termination and Close-Out

When a Principal Investigator moves to another university during the course of an award, Rensselaer has the choice of nominating a substitute PI or transferring the award to the new institution. The transfer process involves terminating the award at Rensselaer, followed by reapplication and awarding of a new grant or contract to the new institution. This provides general guidelines; the sponsoring agency should be consulted for the specific process to follow.

Student Employment Policies and Procedures

Includes details on Federal Work Study, employment of International Students, required documentation, payment and tax information, and campus supervisors and liaisons for student employees. Also includes Employment Policies for Student Workers and the Student Worker Handbook.

Treasurer's Office

The Treasurer’s Office consists of three distinct functions managed under the supervision of the Vice President for Finance and Chief Financial Officer: Cash Management, Debt Financing, and Investment Operations. Treasury Policies include those covering Cash Collection and Management, PCI-DSS (credit card acceptance and data protection), Rensselaer Credit Card Use Policy, and the Cash Deposit Plan. The Treasurer's Office also maintains a comprehensive Debt Management Policy.

Unallowable Costs/Expenses

Unallowable costs are those which cannot be included in the direct costs of sponsored agreements or in the Institute's indirect cost rate according to OMB Circular A-21. (Rensselaer generally allows many of these costs.) Proper classification of these costs will preclude Rensselaer from incurring future liability for inappropriate charges to sponsored research, and provides a means to exclude these costs from the Institute's indirect cost base.

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