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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 our accounting department, please follow these procedures for all expense activity related to a grant account:

Payroll expenses to be charged to a grant account:

  • Complete the payroll check request form (available online at: http://www.linfield.edu/humanresources/employee-forms.htmland in Human Recourses: Melrose 102) with as much detail as possible
    • Please ensure the correct account number is provided
    • In the details section please state how much and how often you would like the funds paid out

v  Please note that individuals receiving a stipend do pay taxes on the compensation

  • Submit completed payroll check request form to the Grants Administrator (Tiffany Cook: Melrose 112)
  • The Grants Administrator will review and approve
    • If the Assoc. Dean of Faculty’s (Nancy Drickey) signature is required the Grants Administrator will obtain it
    • Once the form is approved the Grants Administrator will submit to payroll for processing

Expenses paid thru Accounts Payable:

  • Complete an A/P check request form (available online at: http://www.linfield.edu/accounts-payable.html or in the accounting department: Melrose 112)
  • Submit the completed A/P check request form to the Grants Administrator (Tiffany Cook: Melrose 112) a minimum of 4-5 days in advance of when the funds are needed.
  • The Grants Administrator will review and approve
    • If the Assoc. Dean of Faculty’s (Nancy Drickey) 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 the Grantor: 

  • The Grants Administrator
    • will prepare all invoices for processing
    • will route invoice to obtain all necessary signatures
    • and will submit to the grantor for reimbursement