Charging Expenses to Grants
All costs charged to a grant must be:
Consistent – the cost must be treated in the same manner (i.e., as either a direct or indirect cost) when used in similar circumstances
Allowable – for federal grants, must not be designated as “unallowable” under OMB Circular A-21; for ALL grants must adhere to agency-specific policies and award-specific terms and conditions; for ALL grants must follow college policies regarding the specific cost and item
Allocable – incurred solely to advance the work funded by the grant (or allocable to more than one grant or college activity in proportions that can be approximated using “reasonable” methods)
Reasonable – recognized as necessary to perform the project, consistent with the way similar charges are handled, related to an action deemed within the norms of business conduct and not exceeding an amount deemed to be within those norms (i.e., the “prudent person test”)
Will my award fund everything related to my research project?
If an expense arises that wasn’t 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.
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.
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.
I need something for my project that wasn’t listed in the grant budget awarded—can I charge it to the grant?
Who authorizes expenditures posted to my grant?
You do. For more information, click here.
Who signs vouchers and requisitions for grant-related purchases?
Yours is the only signature needed on vouchers or requisitions, unless they are for reimbursements to you. Those documents must be signed by your supervisor.
Do I need approval from the College to buy equipment for my project?
Monitoring Expenses and Managing Your Grant
As PI/PD, you are the sole budget administrator for your grant and must authorize all expenditures posted to it. Only your signature is needed on vouchers or requisitions. Reimbursements to you must be signed by your supervisor or the Office of Grants & Contract Administration.
Grant purchasing follows the same Procurement Policy and Procedures used for any other College purchases. Examples include purchase requisitions, charges for College services (bookstore, reprographics, etc.), and travel reimbursement.
Salaries, Wages, Fringe, Indirects
Your grant has been funded! Now what?
As Principal Investigator or Project Director (PI/PD), you are responsible for all aspects of conducting the project. The PI/PD is responsible for: