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Below are various facts regarding how to read your grant accounting string, various expenditure forms, how to charge against your grant for student employment and travel expense guidelines.
Accounting String Information
All SPO grants will have an accounting string which will be given at the start of the grant in your Award Notice.
This grant accounting string is important because it's needed when charging all expenditures to your grant.In order to start charging expenditures to your grant, your accounting string will be formatted as follows.
Account number (Ex: 6810 = Travel Account).
Please refer to the chart of account for more information
Always equals to 13001 for an SPO grant
Department name (Ex: JST = JSTGRD)
Examples include RSCH = Research, PS = Public Service, IN = Instruction, ASLIB = Academic Support Libraries
This part of the string is optional and describes expense at a more detailed level.
SPO office rarely uses this in the accounting string
This part of the string is optional
SPO office rarely uses this in the accounting string Project/Grant
This is the most important field for an SPO Grant and is used to identify the grant (Ex: HLF001 = Henry Luce Foundation
Types of Grant Expenditures
Used for external vendors and students
Cash Reimbursement for students and SCU employees only < = $250
All reimbursements for SCU employees (faculty and staff) must be submitted through Concur Purchasing Card application
Used for ordering supplies less than $1,000
DPO forms must be picked up from the Sponsored Projects Office.
Used for ordering supplies/equipment/services greater than $1,000
Used for travel expenses. When traveling using SPO grant funds, please complete this form. This form must be completed for any faculty and staff who are working on the grant.
Please fill out and scan this form along with the required receipts when using Concur.
SPO Expense Transfers
Used to transfer cost and expenditures to/from department and grant
Student Employment, Participation and Remission
Used when hiring a student on your grant. Form must be filled out and signed by PI and given to SPO for approval
Used to make changes to hourly rate, extend end date, accounting string between SPO grants
The University may pay a student a stipend rather than an hourly wage if the student meets the legally defined criteria for a stipend as defined by IRS regulations identified in Internal Revenue Code (IRC) 117.The University must determine if the position renders a service to the University or is an extracurricular activity that provides a benefit to a group other than the University.
Used for processing financial aid for students on grant if budgeted.
NOTE: Must have PI and school's Dean's signature in order for SPO to approve. Tuition will be charged to department first, SPO will then use form to transfer funds from department to the grant.
Faculty Course Release, Summer Salary and Staff Requisitions
A Course Release is when a faculty member is permitted to have a reduced teaching load under their normal academic year appointment. In other words, the person is "released" from part of their teaching obligation while still being paid their regular full time salary.
Many grants (if budgeted) allow faculty to pay themselves a summer salary while they are actively pursuing research in the summer months, essentially filling out the remaining 3 months of their salary that is not contracted through their employing institution with grant funds.
Used to hire a fixed-term staff on a grant before sending to HR.For the approval process please refer to the "Fixed Term Staff Appointments in SPO" flow chart.
Use SCU process and guidelines to determine qualifications.If vendor is a non-profit agency (e.g. Religious Order) an Independent Contractor form is not required.
All receipts must be kept and submitted for reimbursement, no matter the amount.Unless per diem is requested
Domestic travel – per diem is $50 per day (not required to keep receipts for meals)
International travel – must use federal government per diem rate by country
Must use US Flag Air Carriers for federal grants when traveling internationally
Time and Effort Reporting
- Submit form through campus mail or email to SPO on a monthly basis.
- Effort on the grant is based on a percentage out of 100%, except in the summer months for faculty (9-month contract).
- Department Head - Dean or Chair must approve this report.
- 2 signatures are required.