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I got the grant, now when do I begin?
Each grant has a funding period that is specified in a formal contract or agreement that is issued by the funder when you are awarded a grant. All work that is conducted under a grant/contract must be completed within the specified funding period. I got the grant, now how do I begin?
Each grant/fund is managed through the Office of Grant Support. The PI should schedule a meeting with the coordinator of Grant Management (contact information above) as soon as possible after receiving a grant to review grant processes. The Coordinator of Grant Management will work with you throughout the funding period to maintain proper accounting/allocation of your budget dollars and to assist in other ways that will help you meet budgetary and reporting requirements of your grant. How does the University receive payment from the grantor?
The Office of Accounting Services processes all invoices for grants once the PI and the Coordinator of Grant Management have submitted the necessary information for invoice preparation. Who is eligible for payment under a grant?
A variety of individuals, including faculty, students, staff and consultants may be eligbible for grant payment. Budgeting grant support for individuals is part of the proposal process and should be discussed with the Office of Grant Support. How do I get paid?
Payment for work completed under a grant may fall under one of several categories including full-time employment, part-time employment,student employment, stipend, or consultant. Payment is made by payrollcheck for all Wilkes employees, including students. The PI must complete a position description form and a create-a-position form for each new position that is to be supported by a grant. All new employees are required to complete a personnel status change form and tax forms before they begin work. Consultants complete an agreement form and are paid by check; they are responsible for their own tax payments. All grant employees must maintain a time and effort report which includes the date, amount of time, and task performed under the grant. Grant P.I. reviews timecards and provides appropriate signoff and forwards to Coordinator of Grant Management for final review.
How do I find out how much money I have left to spend?
You may contact the Coordinator of Grant Management for the balance of a grant. How do I make a purchase under a grant?
A grant or contract may support the purchase of equipment, supplies, postage, travel expenses, or other necessary items to perform the tasks involved with executing the grant. Allowable costs should be outlined in the budget and consulted prior to any purchases. Grant and contract-related purchase requisitions, check requests, and cash advances must be sent through the Office of Grant Support. All such reimbursement requests, and accompanying receipts, will require a date stamp from the Office of Grant Support. This stamp will indicate authorization to process the payment. What are Indirect Costs?
Indirect costs are those expenses associated with overhead that are necessary to complete a project, but are not typically charged to a grant budget. The University operating budget receives 50% of all budgeted indirect costs. A portion of the remaining 50% is distributed to the P.I. for his or her discretionary use to support ongoing research. Typically the department, the dean, and the provost also receive a percentage of the indirect funds. How can I use my allocation of Indirect Cost funds?
The Indirect Cost Fund includes money for PIs who receive a portion of the indirect cost that is distributed from their grant. The money is available to support their research and development. The Coordinator of Grant Management has a record of the amount of funds available for each PI. In order to use the funds, the PI should request a transaction through the coordinator of Grant Management. |
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