Grant Accounting

The Office of Grant Accounting provides Project Directors with post-award fiscal support for sponsored projects. A Project Director (also known as Principal Investigator or PI) is a faculty or staff member who initiates a grant proposal or application and is directly responsible for the project from start to finish.

Post-award fiscal support includes ensuring the proper recording of budgets, revenues, and expenditures. Grant financial records are maintained and reviewed for compliance to Federal and State regulations, as well as guidelines, policies, procedures, and requirements of private sponsors, PASSHE, and the University.

Helpful Resources

• IUP Research Institute
• Notice of intent to submit a proposal for external funding
• Office of Research and Sponsored Programs
• PASSHE Spending Guidelines
• University's Supplemental Spending Guidelines
• General Ledger/Commitment Item Listing
• Procurement Shared Services Information
• SourcePoint Information
• Travel Management

Frequently Used Forms

• Pennsylvania Sales Tax Exemption Form
• New Pcard Request Form
• Pcard Change Form
• Food Justification Form
• Gift/Award/Promotion Justification Form
• Direct Payment Form
• Student Off-Campus Field Trip Form
• Student Travel Approval Form
• Student Travel Expense Report

Grant Lifecycle

The Grant Accounting Team usually assists with providing information and financial reporting for the green chevrons shown in the grant lifecycle depicted above. Those not highlighted in green are the responsibility of the Project Director working with the Indiana University of Pennsylvania-Research Institute (IUP-RI), who the University has contracted to assist in managing the lifecycle of the University's federal, state, and private externally funded grants.

The Grant Accounting Team also assists those who have applied for and received awards offered by the University's Office of Research and Sponsored Programs. Similar to external grants, we provide assistance and financial reporting for the internal awards.

Services offered by the Grant Accounting Team

Pre-award:

• Grant Accounting Team prepares payroll projections early on in the formulation of the project and provides this information to the IUP-RI to incorporate in the overall budget proposal and also any required match, if applicable.

Post-Award:

• Helps Project Directors understand the requirements of the grant from instructions provided in the Grant Award Notice (GAN).
• Establishes the cost center for new awards.
• Enters the original, approved grant budget in the SAP accounting system and creates budget transfers as needed
• Reviews and trains project members on the forms and approvals required to ensure compliance to the PASSHE Spending Guidelines and the University's Supplemental Spending Guidelines
• Ensures funds are utilized in a manner consistent with sponsor, state, and federal requirements impacting the grant.
• Coordinates the Supplemental Compensation process for grant work performed by and to be reimbursed for faculty.
• Provides internal financial reporting periodically to Project Directors, grantors, and grant stakeholders.
• Drawdowns or invoices are submitted timely to the granting agency in accordance with the procedures outlined in the GAN after Project Directors' approvals have been provided.
• Addresses any questions the Project Director might have throughout the length of the project.
• Accurate and timely approved interim and closeout financial reporting are provided to the granting agency.
• Provides data for the annual financial audit and single audit as well as program and subaward audits.
• Prepares the Schedule of Expenditures of Federal Awards (SEFA) to PASSHE for inclusion in its fiscal year end reporting