Middlebury

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.

Can I buy a computer and software with my grant?

Yes, if those items are allowable under the terms of the grant. If these items weren’t included in your awarded budget, you may still be able to charge them to the grant. Contact the Grants Accounting Office for more information.

Can I buy equipment with my grant?

Yes, if the equipment is included in your approved grant budget and was described on your blue sheet. 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.

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

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.

 

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?

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

What are “allowable” expenses?

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. Learn more here.

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

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.

 

Does the Sponsored Research Office 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 the SRO a copy, including any related correspondence. Reports and correspondence related to institutional grants go to CFR.

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!

 

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.

 

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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What do I do with the award documentation?

If the grant will fund your scholarship and research, give the original paperwork to the SRO. If the grant has been awarded for an institutional project, give it to the CFR.