Post-Award Administration: Arranging for Other Expenses
When your grant includes expenses not generally allowed to be purchased with state funds (food, gift certificates, etc.), complete the Request for Approval to Incur Special Expenses form (see Purchasing section) and submit it for approval/signature to the Business Office Manager in AS 122 prior to costs being incurred.
If Sodexho on campus is the food provider, the invoice is paid after the event using a Form PR1400. All non-campus vendors will follow purchasing guidelines using either a purchase order or as a reimbursement to an individual. Refer to the "Purchasing Equipment and Supplies" section for more information or see the Business Office Purchasing Manual.
If your grant requires a separate phone line, send an email to Jeanine Okland, Telephone Coordinator, in the Center for Information Systems. Be sure to include the building and room location for the phone and also the grant account number to be charged. Voice mail requests can be included in the email as well. If you will be using your existing phone line for grant purposes and will have a need to make long distance calls to be charged against the grant account, contact the Telephone Coordinator to request a new long distance code. See the SCSU Telephone Services website for further information.
LEARNING RESOURCES & TECHNOLOGY SERVICES
If your grant research is to be published on the SCSU website and a supplemental account is required, contact Sara Grachek to discuss website needs and potential cost. For a new email account, contact Diane Schmitt at 308-4888 for a HuskyNet Account & Activation Request form and send the completed form to her attention at Computer Services, MC 108.
SCSU PRINTING SERVICES
Use of SCSU Printing Services follows standard procedures. Note that grant accounts (excluding federal grants) will be charged materials and labor fees for jobs printed. See the SCSU Printing Services website for more information.
The University maintains a fleet of vehicles for use by employees when conducting work related activities. Vehicles may be scheduled by calling Facilities Management at 308-2266. Additional information is available on the Facilities Management website.
CAMPUS SERVICE PROVIDERS
Service providers on the SCSU campus with the ability to do "charge backs" as payment for their service can charge your account. Simply identify the account number of your grant as the responsible cost center/account. This is applicable to the computer store, motor pool, mail room, printing services, phone services, LR&TS services, and room usage.
PLEASE KEEP IN MIND THAT FEDERAL GRANTS ARE NOT ALLOWED TO PAY COSTS HIGHER THAN THOSE CHARGED TO M&E ACCOUNTS.