Notify our office
Contact us to let us know you received the grant.
Project Data Sheet
Download and fill out the current year Project Data Sheet (NOT available through Cayuse 424)
- Attach the official award documentation sent by the sponsor
- Route for all required signatures and send them to our office
- OSPR will set up your award in Workday and provide the Award/Grant Worktags.
Grant Activity Report
This is available in Workday as the Manager Budgetary Balance Report.
Funding and invoicing process
As the PI, you are responsible for knowing how the granting agency will provide the grant award money. Although every grant is different, grant money typically comes in one of two ways:
- At the beginning of the grant performance period (the check is in the mail!)
- On a reimbursement basis after grant expenses have been incurred
If the grant is funded at the beginning of the performance period, a check will be mailed from the granting agency to the College directly, either to the PI, to the FLC Foundation, or the Controller’s Office. If the PI receives the grant check, it goes to the Senior Accountant in the Controller’s Office to be deposited. If it goes to the Foundation, the Senior Accountant will request it be transferred to the College.
If the grant is funded on a reimbursement basis, the Senior Accountant will work with the PI to prepare invoices and submit them to the funding agency as required in the grant agreement.
The award money does not need to be received by FLC before expenditures are made on the grant; however, the grant expenditures must be made per the approved grant agreement and budget. If the grant is multi-year, the PI can only expend funds that have been approved for each year in accordance with the grant terms – expenditures cannot be made with future year funding unless the granting agency has formally approved that future funding.
When the grant has been officially processed via the Project Data Sheet, the PI will receive an email from OSPR with the grant and award worktags to view the award in Workday. The grant worktag is required for any financial transactions in Workday to make expenditures using grant funds.
How to pay faculty and staff
Does the grant include salary dollars for you (as PI) or other faculty and staff members or wages/stipends to students/ research assistants?
You must discuss this with OSPR and Human Resources to pay these individuals properly. Faculty are subject to academic year and summer salary limitations. Stipends for faculty may be appropriate in limited circumstances – such as discrete pieces of work or running workshops. These stipends also need to cover fringe benefits costs.
Staff are expected to be charged to the project as a % of their salary for the effort allocated.
Paying stipends to participants (e.g., those receiving training or attending workshops) needs to be handled carefully – please discuss this with OSPR.
How to pay a student or hourly employee
Students are usually paid hourly for limited work performed for projects. Students may be employed as salaried Research Assistants in certain circumstances.
Does the grant include funds for a student worker or hourly employee? To pay these individuals appropriately, you must process these via Workday for each position.
- Be sure your grant has a budget and the available funding to pay the employee.
- Determine the hourly rate for the employee and the number of hours/days the person will work on the grant.
- Students are limited to working 20 hours per week or less during the academic year. Hourly workers cannot be paid less than the current Colorado minimum wage.
How to make purchases
Does your grant include funds to make purchases or funding for travel expenses? If so, you must understand FLC’s procurement, travel policies, and procedures. Find this information through the Purchasing and Travel Office.