When can I begin spending?
Signature cards are sent to Project Directors after ORD submits
a Pre-Award Form to the Accounting Office. Spending begins after
signature cards are completed and returned to the Accounting office.
Who is authorized to incur expenses on a fund?
Project Directors determine who is authorized to incur expenses
on a fund. Some Directors require more than one signature; others
limit the authorization at certain dollar levels. One restriction
is that the responsible person must be the same person signing
payroll documents. Another restriction is that project directors
requesting reimbursement for themselves must acquire the signature
of their immediate supervisor.
How do I know if an expense is allowable?
All expenses should be listed in the budget narrative submitted
with the grant proposal. Refer first to the contract. If you're
not sure about a particular expense contact your grant accountant. All expenses must help achieve the objectives of the
program. Depending upon the type of expense, prior written approval
from the sponsor may be necessary before the purchase is completed.
How do I know which forms to use for different types
of expenses?
If you do not find the answer to your question on this site, department
secretaries are usually a good source of information or contact your grant accountant.
How do I hire support staff?
Contact the Employment/Affirmative Action Office at 7-3430. They
will assist you in completing the paperwork needed for the
particular
position being filled. The action needed depends upon the position
and classification being filled: a new employee vs. a reassigned
employee; an EMU employee vs. an independent contractor; etc.
There is a charge on my grant fund statement that I do not recognize
or understand. Who should I call for an explanation? What information
should I have ready to discuss?
Call your grant accountant. Have the fund number, description,
reference, account code, and dollar amount ready to discuss.
Can I move expenses from one fund to another?
If an expense is posted to the wrong fund, submit an Expense Transfer
Form to request a correction. All corrections should be requested
before the end of the project period. The Expense Transfer Form
will ask you to provide information about the incorrect expense:
when it was posted; where it should be moved to; why the transfer
is needed; transaction reference; etc. The responsible person
of the account incurring the expense must sign the form.
What are Open Commitments?
Open Commitments (also known as encumbrances) are budgeting tools
used to set aside funds for expenses that will eventually
be incurred.
The use of Open Commitments provide a better idea of the budget
available at any time of the project period. Open Commitments
are set up by submitting a Requisition to the Purchasing Department
to create a Purchase Order and an Open Commitment. Open Commitments
are usually liquidated (removed) as expenses are incurred. Contact
the Accounts Payable Office if clarification is needed.
I have several programs going on at once. How can I keep
track of them all?
Keep a separate file for each program. We have distinguished each
program by assigning individual fund numbers. Keep a summary of
the programs available at all times listing the project periods
and due dates of financial reports and technical reports.
What are the reporting requirements of my program?
The contract should specify the types and due dates of all reports.
There are generally two types of reports: Financial reports and
Technical (also known as Progress) reports. The Accounting Office
prepares financial reports with Project Director concurrence.
Technical reports are prepared by Project Directors without Accounting
involvement (unless financial information is required in the report).
If the contract does not specify reporting requirements, contact
the sponsor immediately. Failure to meet reporting requirements
may jeopardize current and future funding.
What if I need more time to finish program objectives?
Contact the Office of Research Development (ORD) before the end
of the project period to request a no-cost time extension of the
project period. We must have written approval from the sponsor
before the project ends in order to extend the end date.
Can I spend money before or after the project period?
Not without prior written approval from the sponsor. Contact the
sponsor through ORD to request a no-cost time extension of the
project period.
What happens to a fund surplus or deficit?
Depending on the terms of the award, surplus amounts are either
returned to the sponsor or transferred to a discretionary fund
determined by the Project Director. Fund deficits, if they are
inappropriate for the award and cannot be billed to the sponsor,
are the responsibility of the Project Director.
Will this program be audited?
Depending on the program, sponsors generally reserve the right
to audit a project up to seven years after the final financial
report is accepted. In addition, the University has an annual
audit performed by an independent accounting firm.
How do I close out my fund?
Submit a request to the Accounting Office. Make sure all expenses
are recorded appropriately and that all reports have been submitted
and accepted.
Where do I get more information?
Contact the Grants Accounting Office at 7-6679.
