I was just notified that my grant has been funded! Now what?

Rejoice! And then check the College’s post-award procedures. When the award paperwork arrives, give the originals to the appropriate OGSP staff member. Any funds go to the Grants Accounting Office, who will set up the Banner account for your grant.

The donor sent a check directly to me. What should I do with it?
What do I do with the award documentation?

When the award paperwork arrives, give the originals to the appropriate OGSP staff member. If the grant will fund your scholarship and research, give the original paperwork to one of the individuals listed under Sponsored Programs, Faculty Grants. If the grant has been awarded for an institutional project, give it to one of the individuals listed under Corporate & Foundation Relations.

Can I buy a computer and software with my grant?

Yes, if those items are allowable under the terms of the grant.

For federal awards that started after December 26, 2014, computers (including computing devices such as tablets) are generally considered to be a supply item and are allowable if they are essential for the performance of and allocable to the project; they need not be solely dedicated to the project.

For all awards, if a computer or computing device was in in the budget as approved by the sponsor, it is an allowable expense.

If computers and software were not included in the budget as approved by the sponsor, you may still be able to charge them to the grant. Contact the Grants Accounting Office for more information.

Will my award fund everything related to my research project?

If an expense arises that was not included in your awarded budget, you may still be able to charge it to the grant. All expenses charged to a grant must be necessary to achieve the objectives of the approved grant, allocable to that particular project, and allowable under the terms of the grant. They must also be consistent with the way the same costs are treated in like circumstances at Middlebury. Learn more here and here; contact the Grants Accounting Office for more information.

Who signs vouchers and requisitions for grant-related purchases?

Yours as PI is the only signature needed on vouchers or requisitions.   If the request is a reimbursement to yourself, you can't sign as Budget Administrator; the second signature will be provided by Grants Accounting.  

Who authorizes expenditures posted to my grant?

You do. As PI/PD, you are the sole budget administrator for your grant. For more information, click here and here.

What are “allowable” expenses?

All expenses charged to a grant must be necessary to achieve the objectives of the grant, allocable to that particular project, consistent with applicable federal cost principles, agency-specific policies, award-specific terms and conditions, and Middlebury policies regarding the specific cost item, AND must be adequately documented. Learn more here

If you’re still not sure whether an expense is allowable, contact the Grants Accounting Office or OGSP.

I need something for my project that wasn’t listed in the grant budget awarded—can I charge it to the grant?

You probably can, but first you must check with OGSP or the Grants Accounting Office. If your grant allows Middlebury  to authorize the expenditure, fill out an OPAS form to request the budget changes from the Grants Accounting Office and send it to OGSP.

Do I need to report grant-related expenses to the sponsor?

The Grants Accounting Office sends all financial reports to sponsoring agencies. Do not provide any financial information to a sponsor unless you have prior approval from the Grants Accounting Office.

Who tracks my grant spending to be sure I don’t overspend?

You do! As Principal Investigator, you bear sole responsibility for monitoring your expenses. Use Banner Web and Hyperion reports to help you stay on track; help and support is available here.

How do I keep track of grant-related expenses?

Use Banner Web and Hyperion reports to help you stay on track; help and support is available here.

Can I buy equipment with my grant?

First, remember that for federal grants, equipment is defined as items with an acquisition cost of $5,000 or more and a useful life of more than one year.

Yes, if the equipment was included in your approved grant budget and was described on your grant proposal endorsement form. If not, you’ll need to discuss any such purchases with the Grants Accounting Office.

Who do I contact if I need to buy equipment?

Depending on the circumstances, you may need to talk with the Grants Accounting Office, the Purchasing Department, or your department coordinator.

Can I hire non-faculty Middlebury employees to work on my grant-funded project?

Sure, as long as you follow HR policies and procedures. To get started, contact Human Resources.

Does OGSP prepare my grant reports?

No. You are responsible for preparing and submitting all narrative, technical, and annual reports and for meeting the deadlines for those reports. Give OGSP a copy, including any related correspondence. Reports and correspondence related to institutional grants go to CFR. The Grants Accounting Office will prepare all financial reports; don’t provide any financial information to a sponsor unless this office approves it first.

My grant period is ending, but I need more time to finish the project. What do I do?

Apply for a no-cost extension. We can help you apply; just ask!

I need to hire a part-time lab technician; will the grant pay for it?

Yes. You can hire either a Middlebury student or someone with more experience, depending on your needs. If this position is not included in your awarded budget, though, you’ll have to contact the Grants Accounting Office and fill out an OPAS form.

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