Establishing accounts for new awards in the University accounting system (Banner).
Entering the appropriate budget and overhead information for each award.
Preparing all billing and financial reporting as required by the sponsoring agency.
Assisting with issues such as allowability of costs, availability of funds, cost sharing, and general information regarding accounting and costing policies.
We also are responsible for:
Grants and contracts accounts receivable
Award closeout
Record retention
Compliance with both University policies and procedures and those of the sponsoring organization
Coordination of the annual Single Audit (formerly known as A-133)
Grant policies
Overview
Anyone at Clark University who receives a grant must follow these procedures:
In the post-award stage, the grantee’s budget is set up by the Grant Accounting Office.
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 1-508-421-3756 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.
Grant-related travel expenses
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.
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 must be completed in Interview Exchange.
