Grant Policies

    1. Purpose

      To communicate the related policies for members of the University who are funded by grants, and to provide guidelines for grant related expenditure.
    2. Overview
      • In the process of applying for the grant, the Principal Investigator (PI) or potential grantee must contact the Office of Sponsored Programs and Research (OSPR).
      • In the post award stage, the grantee's budget is set up by the Grant Accounting Office.
    3. General Instructions
      • If the Principal Investigator has established a more detailed budget than that supplied to the award agency, the grantee may contact the Grant Accounting Office at grantaccounting@clarku.edu or (508) 421-3756 for clarification and further information.
      • In the case of a multi-year grant, budgets are only input on a yearly basis. The Grant Accounting Office is available for assistance with reading its specifications.
      • Once a grant has been awarded, the PI may conduct related accounting processes. These processes include purchases, reimbursements, cash advances, budget reports, and related questions. Budget reports can be viewed via CUWeb.
      • Confirm reporting dates with the Office of Business and Financial Services in order to have interim and/or final financial reports sent to the reporting agency in a timely manner.
    4. Grant related travel expenses
      • For grant-related travel, the grantee may request a cash advance (XLS file) prior to the trip.
      • For reimbursements incurred during a grant-related trip, a travel expense report must be filed and submitted via SmartBuy Plus. Instructions on filling out a travel expense report are available in the Travel Guidelines.
    5. Other grant related expenses
      • Grant funds are also used, where applicable, for related purchases of supplies and equipment. In order to make these purchases, the grantee must submit a purchase order via SmartBuy Plus.
      • Grant funds may also be used as payroll for the grantee and/or people hired to work on the funded project. For employees to be paid by a grant a Grant Payroll Authorization form (PDF) must be completed and submitted to Grant Accounting for processing.

    Contact Us

    Grant and Contract Accountant

    Ereda Jano
    508-421-3756
    153 Woodland St., 2nd floor
    ejano@clarku.edu

    Associate Controller

    Tammy Hearnlaye
    151 Woodland St., 1st floor, Suite 101
    508-793-7297
    thearnlaye@clarku.edu

     

     

View Official Policy in PDF