Each funding agency will have specific rules regarding budget expenditures or re-budgeting allocated costs.
These requirements or restrictions may be found in the award documents from the sponsor, on the sponsor website or by contacting the OSPRS.
Fringe Benefit Rates
Applied when calculating personnel payroll totals to incorporate employee benefits in project budgets.
Facilities and Administration (F&A) Cost
Also called Indirect Cost (IDC). These charges are not directly attributable to a cost object (such as salary, travel or supplies).
Examples of IDC: Expenses for management, insurance, taxes or maintenance
Important details to remember:
» If re-allocating budget expenditures, IDC adjustments may also be required
» If sponsors require prior approval for budget changes, a request can only be administered by OSPRS
» Funds from one CCU grant/contract account cannot be transferred to another CCU account
PIs must contact the OSPRS for proper allocation of funds if any grant charges were applied to a non-grant account (ex. 10-XXXX or 17-XXXX accounts)
When utilizing a contractor for services, supplies, etc., the vendor must have an existing account or create a new account with the University.
Remember: Contractors must have liability insurance and must present copies of insurance documentation to Procurement Services prior to the start of any services.
Substitute W-9 and Vendor Application Form (.pdf)
Includes instructions and CCU Standard Purchase Terms and Conditions
All supplies and equipment using grant funds must be processed through standard University procedures, and must be included on the budget approved by the grant sponsor.
Requisition for purchase of supplies, equipment and services (Procurement Online Request)
Grant Specified Exemption Procedures (.pdf)
Procurement policy regarding exemptions for grant funds
Sales Tax Exempt Research & Development Equipment (.pdf)
Applied to purchase of research and development equipment
A note about equipment: Some funding agencies may retain the title to equipment purchased with sponsor funds.
Equipment is usually defined as nonexpendable, tangible property having a useful life of more than two years, with an acquisition cost of $5000 or more per unit.
All equipment is inventoried and vested in the University (unless otherwise stated by sponsor terms).
All hiring and HREO procedures for grant-supported personnel must adhere to University and State guidelines, requirements, regulations and policy.
Remember: Several weeks may be necessary to complete certain personnel processes.
Wage forms should be submitted to HREO before the start date of grant-related work.
The following forms are typically used for grant personnel, please contact the OSPRS if you have any questions:
Dual Employment Request Form [Internal] (.pdf)
Faculty extra compensation from grant funds in addition to CCU payroll
Applies to Academic Year (Aug 16-May15)
Staff extra compensation from grant activities performed outside normal work hours
Slotted Faculty Summer Employment Form (.pdf)
Faculty summer extra compensation for grant activities
(May 16-Aug 15)
Supplemental Pay (H17) (.pdf)
Staff extra compensation for grant activities performed during normal work hours
Honorarium Form (.pdf)
Honoraria payments - one-time payments for non-CCU faculty
Request - Grant Funded Position (.pdf)
Initiate new position for grant-specific duties
Request for Graduate Assistantship (.pdf)
Hire graduate student positions (for grant-specific duties)
Student Hire Workflow (Datatel)
Hire undergraduate & graduate (not awarded assistantship) students
Request to Advertise (.pdf)
To advertise open position for candidate applications
Personnel Action Form (PAF) (.pdf)
Faculty/Staff/Student Hire in position
Confidentiality Statement (.pdf)
Confidentiality agreement for CCU faculty/staff employees
Employment of Minor Form (.pdf)
Hire students under 18 years of age
Confidentiality Agreement - Student Workers (.pdf)
Confidentiality agreement for CCU student employees
Reminder for required new hire Form I-9 completion:
|I-9 Do's||I-9 Don'ts|
|DO give the new hire the most recent list of the acceptable documents with E-Verify Form (see I-9: List of Acceptable Documents).
Andrew Czekanski, Ph.D.
|DO NOT tell the new hire they must bring a driver's license and social security card for the Form I-9.
You cannot legally decide which forms they should provide.
Refer new hire to I-9: List of Acceptable Documents.
|DO provide HREO with the correct start date.||DO NOT give HREO or new hire incorrect start date.|
|DO instruct the new hire to go to the HREO Office on or before the position start date.||DO NOT falsify time card to allow new hire to begin on date different than official start date.|
|DO check the new hire’s E-Verify form (if applicable) before beginning any work.||DO NOT allow new hire to continue work after the third day if HREO has not received documents for Form I-9.|
|DO contact HREO with any questions.|
For any other HREO or Payroll documents, please visit the CCU Online Forms website.
Travel for grant-supported activities must follow University and State policies. Travel authorizations must be submitted at least two weeks prior to the planned travel date for processing and approval.
Please visit the Accounts Payable website for additional information on CCU travel policy.
Funding agencies may have specific restrictions for travel. Please contact the OSPRS if you are uncertain of your particular grant travel terms.
» Federal grants require the use of U.S. flag carriers, even for foreign travel.
» The State of South Carolina requires that all foreign travel is reported to the Budget and Control Board.
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