Sponsored Research & Federal Relations - First Steps

First Steps

Have you been awarded a grant? Congratulations!

Here's some things you'll need to do next.

Notify our office

Contact us to let us know you received the grant.

Project Data Sheet

Download and fill out the current year Project Data Sheet (NOT available through Cayuse 424)

  • Attach the official award documentation sent by the sponsor
  • Route for all required signatures and send to our office
  • The Controller’s Office will give you the new grant Budget Code once the Project Data Sheet is received. Use the code to spend the award dollars as you proposed.

Grant Activity Report

To assist you with grant tracking and reporting, the Grant Activity Report is available through theFort under the ‘reports’ tab. Click here to see the step by step instructions.

Funding and invoicing process

As the PI, it is your responsibility to know how the grant award money will be provided by the granting agency.  Although every grant is different, grant money typically comes in one of two ways:

  1. At the beginning of the grant performance period (the check is in the mail!)  
  2. On a reimbursement basis after grant expenses have been incurred

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 to 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 that 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 prior to expenditures being made on the grant; however, the grant expenditures are required to be made in accordance with 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 that future funding has been formally approved by the granting agency.

When the grant has been officially processed via the Project Data Sheet, the PI will receive an email from the Senior Accountant with a grant org number (grant budget code) to use to make expenditures using grant funds.

How to pay a professor or faculty member

Does the grant include salary dollars for you (as PI) or other faculty members, and/or stipends or lump sum payments to research assistants?  To pay these individuals properly you must fill out an EAS form for each position.  Faculty are subject to academic year and summer salary limitations.  The Senior Accountant will help you determine the payout schedule from the grant.  Do not include fringe/benefit expenses on the EAS form as these will automatically follow the salary dollars.

How to make purchases

Does your grant include funds to make purchases or funding for travel expenses? If so, you need to understand FLC’s procurement and travel policies and procedures. Go to the Purchasing and Travel Office.

How to pay a student or hourly employee

Does the grant include funds to pay for a student worker or hourly employee?  To pay these individuals properly you must fill out a CARF form for each position. Be sure your grant has a budget and the funding to pay the employee.  Determine the hourly rate for the employee and the number of hours/days the person will be working on the grant.  Students are limited to working 20 hours per week or less during the academic year.  Hourly workers cannot be paid less than the current Colorado minimum wage.