After you receive a grant
If you have any questions or concerns, please feel free to contact the Grants Office using the post-grants email below. Please note: All post-grants activity will be routed through this email: Nlu-grant.expenditures@nl.edu
Expenditures
The following process will be followed by the Grants Office for submitting grant expense reports—and receiving reimbursement in a timely manner.
- Project director gets receipt(s) for grant expense(s). Scans all receipts into a PDF or jpeg (use your College's or department's scanner). Project Director keeps original receipt(s) in their grant folder.
- Download Expense Report Form. Complete. Project Director types in name at top as an electronic signature. Please note that the email you send—along with expense report and supporting PDF—will act as the authorizing agent and will ensure authenticity.
- Forward PDF receipts and your completed and "signed" Expense Forms to: Nlu-grant.expenditures@nl.edu
- The expense report is then emailed to the authorized signatory in the project director's department.
- Expenses are checked, by the Grants Office, against the original budget to ensure that the item for which reimbursement is requested is allowable, reasonable, and applicable.
- A member of the post-grants team will electronically sign off on the expense report.
- The approved expense will be emailed to the assigned person in Accounts Payable from the grants office.
- There is a 7 day turnaround for all expenditures to be processed and forwarded.
Important Deadlines
These items are due the 5th day of each month:
- Supplemental Agreements and Payroll Authorizations
Contractual Agreements should be forwarded to Human Resources first, and then they will forward the fully executed agreement to our office. Please note, expenditures will not be paid until a fully executed agreement is on file in Grants Office.
A copy of all new Authorizations to Employ should be sent to the Grants Office for signature, then it is forwarded to Human Resources.
All completed expenditures and forms are to be sent electronically, including:
- Check Request
- Expense Reports
- Purchase Requisitions
- Supplemental Agreements
- Payroll Authorizations
- Authorizations to Employ
- Travel Authorizations
- Travel Requisitions
If you are checking on the status of a payment or check, please refer to Banner (the institution's financial system) first.If there is still no resolution to the inquiry, then contact the Grants Office. For assistance. Please note that Cash Transmittals still need to be routed by hand.
Forms
| Form | PDF of Receipts Required? | Form | PDF of Receipts Required? |
| Check Request Form | Yes | Faculty Time and Effort Reporting Form | No |
| Expense Report (.445 per mile) | Yes | Monthly Time Card | No |
| Expense Report (.505 per mile) | Yes | Weekly Time Card | No |
| Meal Expense Form | Yes | IRIS Alert (CAS) | No |
| Employee Expense Advance | No | IRIS Alert (CMB) | No |
| Purchase Requisition | No | IRIS Alert (NCE) | No |
| Purchase Requisition for Computer | Yes | Business Card Request | No |
| Supplemental Agreement | No | Grant Tuition Notification | No |
| Travel Authorization | Yes | Cash Transmittal | Yes |
| PAC- Personnel Change Form | No | Banner Access request | No |
| Tuition Waiver | No | Authorization to Employ | Yes |
NOTE: Payroll Authorizations are originated either by the Grants team or HR. New Hire Authorizations are originated in HR and Payroll Reauthorizations (for multiple year grants) are originated by the grants team working with a Project Director.
Additionally, Supplementary Agreements are signed off by your College Dean. If you need an Honorarium or Independent Contractor agreement, please contact HR directly and they will work with you to complete and process those forms. Please email HR at: HR@nl.edu
By clicking on the form's name, a writable copy of the form will appear on your screen (the completed form cannot be saved to your computer).
To save a copy of a form directly to your computer, hold down the shift key while left-clicking on the form name. This will cause a dialog box to open, which will allow you to save the file in a specified directory on your computer. Completed forms should be saved using a different filename. All PDF files require the latest version of Adobe Acrobat© to open. Click here to acquire the correct version for your computer.
Guidelines for Commonly Used Forms
EXPENSE REPORTS
Expense reports are required to reimburse individuals (employees and nonemployees) for mileage, travel expenses related to grant project(s) airfare, supplies, etc. Expense Reports require the following information in order to be processed:
- Name of Individual, Address and SSN/ NLU ID. SSN/ NLU ID will go on the ID# line
- The expense period must be filled out stating which period the report covers
- Itemize the expenses. Each expense should have a separate line
- The following fields are required for each line: Fund, Org, Account, Program Description, Activity (which is always '30' for grant accounts), and Total.
- The other fields may be required depending on the expense type.
- PDF of Back-Up Documentation: Original receipts showing proof of payment will be filed and kept in each perspective PD's department.
Project Director Electronic SignatureSpecial Instructions/Comments: If you have special instructions for your check, please note them on the ER or CR (i.e "Please send check to Jane Doe- Wheeling", "Please send check to Tracy in Grants Office-Chicago", "Please mail check directly to payee". If no special instructions are made, it is assumed the check will be mailed to the address provided on the expenditure.
CHECK REQUESTS
Payment for goods and services not obtained through purchase requisitions. Check Requests require the following information in order to be processed:
- Name of Individual or Vendor, Address and SSN or FEIN
- Fund Number with Organization and CORRECT Account Codes (please ask if you have questions)
- Amount of Payment
- Back-Up Documentation: PDF copy of Original Invoices, Order Forms or Memos (save originals in your files) Please note that this is extremely important for auditing purposes, especially since we are now entrusting good record keeping to the grant personnel.
- Project Director Electronic Signature
Special Instructions/Comments: If you have special instructions for the check, please note them on the ER or CR (i.e "Please send check to Jane Doe-Wheeling", "Please send check to Tracy in Grants Office-Chicago", "Please mail check directly to payee". If no special instructions are made, it is assumed the check will be mailed to the address provided on the expenditure
PURCHASE REQUISITIONS
Used to process a request for university funds to order merchandise or services from vendors. Purchase Requisitions require the following information in order to be processed:
- Name, Dept. and Ext. of the person making the request
- Date of request
- For existing vendors (i.e. Corporate Express) the Vendor Name is enough
- If the request is for a new vendor, then all remaining vendor information is required
- Needed by Date, Ship to Attn and ship to Campus are all required
- In the order grid, all five fields are required for each item, and the total should be listed in the Total field at the bottom of that section.
- Fund Number with Organization and Account Codes
- Project Director Electronic Signature
- Include any attachments, order forms, or other information that clarifies the needs
- PDF of all backup
TRAVEL AUTHORIZATIONS
Travel Authorizations need to be filled out and emailed to the Grants office for approval before the out-of-town travel commences. Please email: Nlu-grant.expenditures@nl.edu
Attached to the Travel Authorization, please send a PDF (electronic version) of the conference brochure identifying the conference name, location and dates or meeting announcement with same information.
- All other out-of-town travel will be processed through the Project Director
- For reimbursement, complete of an expense report, attached receipts and approved authorization (see Expense Report for submission process)