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Frequently Asked Questions
Q. How do I add or delete someone from the distribution of financial reports?
A. For distribution requests, call Linda McClain in the Business Office at 335-0064.
Q. What is the current balance on my grant/contract?
A. The balance as of the previous day can be obtained through the Grant DSS reports. Go to the FO Web Portal. Once you login, select Grant DSS and use the Free Balance Summary with the month to date selection. To obtain access to Grant DSS, submit a Data Warehouse Access Form through the FO Web Portal.
Q. Has a certain expense been paid during the current month?
A. Transactions that have posted through the previous day can be obtained through Grant DSS reports through the FO Web Portal. Once you login, select Grant DSS and use the Transaction Detail Statement with the month to date selection. To obtain access to Grant DSS, submit a Data Warehouse Access Form through the FO Web Portal.
Q. I don't know why an expense has posted to my account. How do I find out who is responsible for a particular Journal ID.
A. Go to the FO Web Portal . Once you log-in, select General Ledger DSS and use the Journal ID List link to get a listing of valid Journal IDs. This may answer your question, but if you don’t have access to GL DSS or need further assistance determining where an entry originated, contact Accounting Services.
Q. Can I appoint a certain type of position on my grant?
A. Some administrative and clerical appointments are not allowed to be direct charged to Federal grants and contracts. See “Guidelines on budgeting and charging costs to federally sponsored projects" for more information. If you are not sure whether a position is allowed, contact your GAO accountant for assistance.
Q. What are the re-budgeting limits under my grant?
A. The re-budgeting guidelines vary by sponsor. Expenditures incurred under federally funded project must follow OMB Circular A-110. Check with your GAO staff member.
Q. Can I appoint a fellow on my federal research grant (as opposed to a federal training grant)?
A. Federally funded research grants do not allow the appointment of fellows because there is no employer/employee relationship.
Q. Do I need to add a function 80 to my Who Key in order to pay tuition costs (iact 6350)?
A. A function 80 is not required to pay tuition costs for an RA or TA. You are still required to set up a function 80 if you are paying stipends or tuition to a fellow.
Q. Can I charge food costs to my grant?
A. Generally food costs must be included in the budget to be allowable. The payment of food costs are permitted for faculty and staff as part of travel costs, but must adhere to the University's established travel policy. Food costs associated with human subjects as part of a study are allowable. If you have other situations for which you are unsure, check with your GAO accountant.
Q. What institutional account code should be assigned to a particular type of expense?
A. Go to Accounting Code Manual to get a complete listing.
Grant Accounting is a department under the Controller in the Finance and Operations organization
