Faculty Research Seed (FRS) Grant Award Purchasing Procedures

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Congratulations on your grant award! Below is information regarding grant fund utilization.

  1. Department Budget. Grant expenses are processed within department budgets. As grant expenses occur, the Grants Manager will work with Accounting to draw-down the grant funds, which are then posted to the department where the grant expense was incurred.

  2. Faculty Research Seed (FRS) Grants. Whenever possible, grant purchases should be made through the applicable department in order to avoid out-of-pocket awardee expenses and sales tax charges. Awarded FRS grants are tracked as a “project” in PeopleSoft (PS). The Grants Manager will supply you with the following Project Costing (PC) fields:

    1. PCBU
    2. Project ID
    3. Activity
    4. Source Type

    For your awarded grant, you will need to include these four fields when ordering grant-funded items within the HUB in the Distribution/Accounting Lines section of your order. In addition, you will need to include these four fields on any non-PO, grant-funded invoice before you send it to Shared Services for payment processing.

  3. PS Account Number. Use account 794000 for all grant purchases. Whenever possible, please include your Grant Tracking Number within a note area/field, if available.

  4. Amazon Research Grant purchases. Amazon orders are initiated within AHU’s Amazon Business Account outside of the HUB supply chain. Please use the following steps for an AHU Amazon grant-related purchase:

    1. In your order, please list FRS, followed by your Grant Tracking Number (ex. FRS-OT11119) in the Project ID field.
    2. Leave the “Account” field blank.
    3. Select free shipping whenever possible.
    4. Forward your Amazon confirmation to Sheri Baeza (sheri.baeza@ahu.edu) in order to record and reimburse your department for the grant expense.
    5. If a personal Amazon purchase is required, for whatever reason, please refer to the "Grant Related Expense Report" section, item 6 below.

  5. Research Participation Remuneration (gift cards, honorarium, others). In accordance with AH IRB policy, drawings of chance (e.g., raffle) should not be used for research remuneration. Please note any remuneration should be uniformly provided to all research participants.

    Research participation remuneration (gift card, honorarium, and others) procedures at AHU must follow IRS regulations and the CWF 85.5 Federal Reporting Information Returns - Form 1099 Policy. Therefore, researchers will need to do the following:

    Remuneration Process and Grant Tracking for Remuneration. Please see the following link for the remuneration process/tracking information: https://my.ahu.edu/procedures/fin-406001-pr. Note: This process must be followed in order to be compliant with relevant laws and policies.

  6. Grant Related Expense Reports. Expense Reports should be used only as a last resort for grant-funded activities. When necessary, Expense Reports must be completed for reimbursement of any grant expenses paid personally by faculty or staff. Please use the “R” drive Expense Report form only. Note: The Earning Code for a grant expense is GRNT, and the PS account number is 794000. Once your Expense Report is completed and signed per AHU signature policy, please submit it to the Grants Manager. Once recorded and processed, your Expense Report will be sent to the Administration for final approval and payment processing.

  7. Grant Wages. The hiring process must be coordinated through AdventHealth University Human Resources in harmony with associated policies and procedures. Grant wages will be tracked on a quarterly basis using “Wages and Earnings” reports until the grant-wages budget is exhausted. This information will be used to reimburse grant wage expenses back to the department.

    Once you receive HR approval for your grant-funded personnel, please email Sheri Baeza (sheri.baeza@ahu.edu) with the name(s), employee ID and start date so that grant personnel tracking can be initiated.

  8. HUB Purchases. Use 794000 as your account code for grant expenses and include your Grant Tracking Number within a description/note field, if available.
  9. Grant Balance. The Grants Manager will provide grant balance information upon request.

For questions regarding grant tracking, please contact:
Sheri Baeza, Grants Manager (sheri.baeza@ahu.edu)

For questions regarding the remuneration process contact the Business Office:
Tina Howell (tina.howell@ahu.edu) and Mariah Graboff (mariah.graboff@ahu.edu)