Manage Your Grant

• Internal AUS Grant
• External Grant

Managing Your Internal AUS Grant

Requesting an Advance

1. When awarded a Seed or FRG, you may request an advance of up to 50 percent of the award amount. This is generally used for travel, per diem and can be used for the purchase of supplies and materials. The remaining 50 percent of the award amount is generally reimbursed upon completion of the research project, and submission and approval of technical and financial reports.
2. To request an advance for approved grants, fill out and sign the Research Grant Advance Request Form (FA-FD-110).
3. Attach to the request form, a copy of the Seed or FRG approval letter signed by the Vice Chancellor of Academic Affairs or the Coordinator of Research. Submit the request to the Finance Department for check processing. Check processing normally takes five days.
4. Seed Grant advances may be requested upon receipt of an award letter. FRG advances may be requested at the onset of the new fiscal year, June 1 of each year. Advances are requested by faculty members and released by the Finance Department on the assumption that the proposed research is about to commence.
5. Faculty members must submit FRG advance requests by October 1. Failure to do so may result in the grant award being withdrawn and the funds re-allocated to the Seed Grant budget of the same academic year.

Purchasing of Materials, Supplies and Equipment with Internal Grant Funds

1. Materials, supplies and equipment outlined in your approved proposal budget may be purchased with Seed and FRG grant funds. Generally, materials, supplies and equipment are purchased by the University through a purchase order or direct payment to a vender. Such purchases follow all University purchasing policies and procedures.
2. You may also choose to purchase materials, supplies and equipment with your grant advance, or you may choose to purchase materials, supplies and equipment with the remaining 50 percent of the grants fund to be reimbursed at the project’s completion. In all cases, you must submit original receipts.

Requesting a Reimbursement

1. To request a reimbursement at the completion of the project, a faculty member should complete and sign the Research Grant Reimbursement Form (FA-FD-111). Attach to the form all original receipts, invoices, and ticket stubs. Also attach to the form a hard copy of the technical report following the format using the required technical report template.
2. Expenditures included in the reimbursement request should follow the line item budget as approved in the original grant award letter. Changes and re-directions of allocated grant funds should be submitted to the Director of Graduate and Undergraduate Programs for approval before expenditures are incurred. A copy of the approval notification from the Coordinator of Research should be submitted with the original receipts.
3. Receipts and invoices dated outside the duration of the research grant award should not be submitted for reimbursement.
   

Preparing Your Technical Report

Each faculty member or collaborative group receiving an AUS grant must submit a final research report summarizing work accomplished to the appropriate dean and to the Coordinator of Research. The format and guidelines for preparing for the final research report are presented below.

Manage Your External Grant

Get Assistance

The Office of Research provides a range of assistance to faculty seeking external grants funds. These services include:

• Funding searches
• SPIN database training
• Training in grant writing and project management
• Proposal review and editing

To make an appointment, contact Ms. Sophia Halabi, Assistant to the Coordinator of Research, tel: 515 2208.