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Linfield Home » Arts & Sciences » Faculty Grants » Faculty Grants Handbook » Policy and Procedure for All Expenses Related to a Grant Account

Policy and Procedure for All Expenses Related to a Grant Account

To ensure that all grant expenses are recorded properly through Accounting, please follow these procedures for all expense activity related to a grant account:

Payroll expenses to be charged to a grant account:

Faculty -
For faculty that will be paid a stipend through a grant, please follow these procedures:

Students - For students who will be paid out of a grant account please follow these procedures:

    Please note that individuals receiving a stipend to pay taxes on the compensation and this will need to be considered in the budget is the grant account.

Expenses paid through Accounts Payable:

  • Complete an A/P Check Request Form
  • Submit the completed A/P check request form to the Grants Administrator (Carol Stowell-Heller: Melrose 112) a minimum of 4-5 days in advance of when the funds are needed.
  • The Grants Administrator will review and approve
    • If a signature from Academic Affairs signature is required the Grants Administrator will obtain it
    • Once the request form is approved the Grants Administrator will submit to Accounts Payable for processing

Expenses incurred that need to be reimbursed by invoice sent to the grantor: 

  • The Grants Administrator will:
    • Prepare all invoices for processing
    • Route the invoice to obtain all necessary signatures
    • Submit the invoice to the grantor for reimbursement