Congratulations on your grant award! Below is information regarding grant fund utilization.
- 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.
Graduate Student Research (GSR) 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.
PeopleSoft. Awarded GSR grants will not be tracked as a “project” in PS. They will be tracked manually by Sheri Baeza (sheri.baeza@ahu.edu) when you make HUB purchases for your grant.
Out-of-pocket GSR grant expenses will be reimbursed using HUB check requests. The student will need to provide their name, address where the check is to be mailed, and the receipt to their supervising faculty member. Upon review and approval, the faculty member will forward this information to Sheri Baeza (sheri.baeza@ahu.edu) in Grants Management for recording and reimbursement processing.
- PS Account Number. Use 794000 as the account number for grant expenses and include the Grant Tracking Number within a description/note field, if available.
- Expense Reports that include Grant Purchases. 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 grant expenses is GRNT, and the PS account number is 794000. Once your Expense Report is completed and signed per AHU signature policy, please submit (along with purchase receipts) to the Grants Manager. Once recorded and processed, your Expense Report will be sent to Administration for final approval and payment processing.
- Amazon Graduate Student Research Grant Purchases. Amazon orders are initiated within our Amazon Business Account outside of the HUB supply chain. Please use the following steps for an AHU Amazon, grant-related purchase:
- In the Project ID field, please list followed by your Grant Tracking Number (ex. GSR-OT11119).
- Leave the
“Budget/Account” field blank. - Select "free shipping" whenever possible.
- Forward a copy of your Amazon confirmation to Sheri Baeza (sheri.baeza@ahu.edu) in order to record and reimburse your department for the grant expense.
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 cards, 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.
- HUB Purchases Use 794000 as your account code for grant expenses and include your Grant Tracking Number within a description/note field, if available.
- 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 Business Office:
Tina Howell (tina.howell@ahu.edu) and Mariah Graboff (mariah.graboff@ahu.edu)