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Welcome to Grant and Contract Accounting

The Office of Grant and Contract Accounting serves principal investigators and departmental administrators at Clark University by:

  • Providing a post-award accounting function for all awards processed through the Office of Sponsored Programs and Research and Corporate and Foundation Relations.
  • 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

Anyone at Clark University who receives a grant must follow these procedures:

  • In the process of applying for the grant, the Principal Investigator (PI) or potential grantee must contact the Office of Sponsored Programs and Research (OSPR).
  • In the post-award stage, the grantee’s budget is set up by the Grant Accounting Office.
  • 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.
  • For grant-related travel, the grantee may request a cash advance (XLS file) prior to the trip.
  • 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.
  • 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 (PDF) must be completed and submitted to Grant Accounting for processing.

Business and Financial Services at Clark University

Contact Information

Grant and Contract Accounting

Office Location
Office Hours
  • Monday - Friday
    8 a.m. to 5 p.m.