Congratulations! Here are some things you'll need to do next:
Contact us to let us know you received the grant.
Download and fill out the current year Project Data Sheet (NOT available through Cayuse 424)
This is available in Workday as the Manager Budgetary Balance Report.
As the PI, you are responsible for knowing how the granting agency will provide the grant award money. Although every grant is different, grant money typically comes in one of two ways:
If the grant is funded at the beginning of the performance period, a check will be mailed from the granting agency to the College directly, either to the PI, to the FLC Foundation, or the Controller’s Office. If the PI receives the grant check, it goes to the Senior Accountant in the Controller’s Office to be deposited. If it goes to the Foundation, the Senior Accountant will request it be transferred to the College.
If the grant is funded on a reimbursement basis, the Senior Accountant will work with the PI to prepare invoices and submit them to the funding agency as required in the grant agreement.
The award money does not need to be received by FLC before expenditures are made on the grant; however, the grant expenditures must be made per the approved grant agreement and budget. If the grant is multi-year, the PI can only expend funds that have been approved for each year in accordance with the grant terms – expenditures cannot be made with future year funding unless the granting agency has formally approved that future funding.
When the grant has been officially processed via the Project Data Sheet, the PI will receive an email from OSPR with the grant and award worktags to view the award in Workday. The grant worktag is required for any financial transactions in Workday to make expenditures using grant funds.
Does the grant include salary dollars for you (as PI) or other faculty and staff members or wages/stipends to students/ research assistants?
You must discuss this with OSPR and Human Resources to pay these individuals properly. Faculty are subject to academic year and summer salary limitations. Stipends for faculty may be appropriate in limited circumstances – such as discrete pieces of work or running workshops. These stipends also need to cover fringe benefits costs.
Staff are expected to be charged to the project as a % of their salary for the effort allocated.
Paying stipends to participants (e.g., those receiving training or attending workshops) needs to be handled carefully – please discuss this with OSPR.
Students are usually paid hourly for limited work performed for projects. Students may be employed as salaried Research Assistants in certain circumstances.
Does the grant include funds for a student worker or hourly employee? To pay these individuals appropriately, you must process these via Workday for each position.
Does your grant include funds to make purchases or funding for travel expenses? If so, you must understand FLC’s procurement, travel policies, and procedures. Find this information through the Purchasing and Travel Office.
Know the terms of your award. Make sure you understand if and when the following perspectives apply to your project:
As the PI, you must comply with all reporting required for the grant award. The grant award documents will stipulate these requirements, when and how to submit reports, and what should be included. Typically, the PI is responsible for completing the non-financial reporting. The Senior Accountant will assist the PI with financial reporting.
All federally funded grants require a Federal Financial Report (FFR). Other granting agencies will notify the PI via email of reporting requirements and/or have an online platform for submitting reports.
Please contact our office, the Senior Accountant in the Controller’s Office, or the granting agency’s Program Officer to clarify report requirements associated with the grant award.
Reporting requirements may include:
Moving expenses between accounts
Did expenses related to your grant get recorded to a different org or the wrong account? If the transaction has not yet been posted to the accounting system (Banner), please code your transaction directly to your grant org. If you purchased using an office administrator/grant coordinator’s P-Card, tell them which org and account you want the transaction recorded to.
Once transactions have been posted to Banner, you need to make a JV request to get the expenses moved. Start an email to email@example.com. Please use the JV Request Form for the Requestor to Attach to the Email form to help you explain your request to the Controller's Office. Be sure to cc the email to firstname.lastname@example.org. If you need guidance on completing the JV request for your grant, please contact the Office of Sponsored Programs and Research.
As closeout nears, the Senior Accountant in the Controller’s Office will: