Where is the Grants and Contracts office located?
7 Roudebush Hall
When do I need to have my funds spent out? What is the last day I may charge
to the account?
for supplies or materials need to be encumbered on a purchase order or limited
purchase order before the last day of your grant period. Travel must occur
before the last day of your grant period. The same rule applies to payroll
charges. The work must take place before the last day of your grant period.
Why can't I charge certain items, i.e. hospitality, or meals on
and/ or State agencies establish the guidelines. We are required to monitor
and provide reports to the agencies on expenditures on the project certifying
that we are in compliance with agency regulations.
I ever charge hosting to my grant?
may be charged to the grant if the agency approves the budget with hosting
included or you receive prior approval for hosting charges.
How do I get a no cost extension?
Please contact your grant accountant 90 days prior to the end of your grant
for agency specific requirements.
What do I do once I receive an extension?
Forward a copy of the extension from the granting agency to your Grants Accountant
in the Grants & Contracts Office. This is the only way the Grants Office
can update your account in Banner.
Can I transfer funds to another Grant?
not, grant funds must be expended from the account set-up for the purpose
of the grant award.
find that I am exceeding the budget in some categories. What do I need to
most cases the Contract/Agreement dictates the requirement for revised budget.
Contact your Grant Accountant for more information.
Who needs to fill out Time & Effort (T&E) report?
Faculty, unclassified employee or Graduate student, who get paid from a Federal
award, needs to fill out the T&E report because this is required by federal
Note: Classified and undergraduate student employees do not need to complete
the T&E report.
How often do I need to complete the Time & Effort report?
You need to complete this report for every semester.
How do I complete the Time & Effort report?
Your total working time in one semester is 100%. Report your effort distribution
according to the categories on the form.
If my employee on the Time & Effort is not available for signature,
can I sign for him/her as a PI?
Yes, As PI, you can sign for your employee under this situation as long as
you have first-hand knowledge of how much time he/she worked on your grant.
If you are the PI and the employee, the Chair or Dean would sign as supervisor.
What does Contributed Effort on Time & Effort report mean?
Contributed Effort is the difference between the percent of time charged
to your grant and/or cost share versus the percent of time actually worked
on the project but charged to another institutional fund. You are responsible
for tracking this time and it is subject to audit at any time.
What happens if I charged the wrong grant for expenses?
As a rule, you should always try to charge the expense to the correct
grant. A review of your grant expenditures through your monthly statements
will assure accuracy of all expenditures in a timely basis. However, should
a grant be charged incorrectly, an Online Banner Web Journal Voucher should
be completed within 90 days of the original charge or transaction date. A
full description of this process can be found on our home page under the Banner/BannerWeb
Documents and Forms page.
I have just received notice of my new award. When can I begin charging
to my grant?
A new fund or index code must be assigned to your grant in Banner.
Before a grant can be set up, the Grants Office must have documentation from
the funding agency that you have been awarded a new grant. This can be in
the form of an email or a letter. We cannot set up a grant based on a verbal
conversation. If you have received documentation of the award, please contact
the Grants Office to make sure they we have also received the notice. Once
it is assigned an index code, an email will be sent to the appropriate contacts
to let them know what the number is.
I know what expenses have been charged to my grant. Can I go ahead and
submit the financial report?
NO. All financial reports to the funding agency should be prepared by the
Grants & Contracts Office. All reports and invoices from Miami University
are required to be signed by the Controller or their designated person.