CSU Research Grants
Congratulations! Wondering what to do now that your proposed CSU Research Grant project has received funding? See our flow chart for steps in the right direction.
Please exercise care in planning your project to ensure that you do not exceed the amount indicated in your award letter.
The grant money must be used during the time specified on the CSUS official request for proposals. Awarded funds are intended to support projects more than act as "accounts" for project directors.
A Banner organization will be set up for each grant awarded in the name of the recipient. When a joint proposal has been funded, one faculty member will be identified for administrative purposes. The University will administer the expenses for your project through the procedures described below. Please note that all expenses must be included in your budget.
For reimbursement of supplies or materials under and up to $99.99 (in total), you may purchase the items yourself and submit a CO-17XP Employee Voucher - Travel and Other form, with original receipts attached, to the Office of Faculty Development within 20 calendar days of the purchase so that approved paperwork can get to Accounts Payable within the required 30 calendar day time frame. This reimbursement will be charged to your Banner organization. Please note that the University will not reimburse employees for Connecticut State Sales Tax. For complete information and regulations on reimbursement for out-of-pocket expenses, please visit the Accounts Payable web page.
For items equal to or greater than $100, please complete a Purchase Requisition (to issue a Purchase Order) and submit to the Office of Faculty Development before purchase. Allow two to four weeks for the processing of your order. For complete information on purchasing procedures and regulations, please visit the Purchasing Department's web page.
A supplement to your salary may be taken for any aspect of the project that does not include funds for supplies, materials, equipment or travel expenses. The stipend will be reflected in your Payroll check (usually in July). NOTE: Stipends may not exceed $2,500.00.
A completed Travel Authorization is required for ALL travel involving any non-mileage expense greater than $25 per trip, REGARDLESS OF THE FUNDING SOURCE(S). This Travel Authorization MUST receive approval from your Chairperson, Dean, and the Associate Vice President for Assessment, Planning and Academic Programs before date(s) of travel.
The purpose of having a Travel Authorization on file in the Travel section of the
Accounts Payable Department is to support your being on official university business
while traveling. The travel authorization supports coverage of workers' compensation
should an unfortunate accident
occur while you are traveling.
All requests for travel associated with a CSU Research Grant must be received by the Office of Faculty Development at least three weeks prior to travel and then to Accounts Payable at least two weeks prior to travel. Any travel requests submitted after the travel event may be subject to personal liability.
Anticipated travel expenses should be noted on a Travel Authorization (TA) Form.
A travel advance can be requested against the TA. Besides checking the box on the TA form for the travel advance, you also need to fill out a travel advance agreement form and a voucher/disbursement request form made out for the amount of the cash advance. Advances are restricted to 80% of the total approved for reimbursement on the Travel Authorization exclusive of airfare or rail purchased through the current State Travel Agent or prepayment of registration fees, and must be in excess of $100.00. Upon your return, you will have to reconcile with Accounts Payable within 15 business days if an advance is taken or 30 calendar days if an advance is not taken.
All forms can be found on the Travel Office web page.
NOTE: If you use some portion of your advance to make payment to research subjects while on travel, a simple form that includes the subject's printed name, date payment was made, amount of the payment, and signature of subject recipient should be included with the reconciliation.
Submission of Grant Reports
A final report describing the results of the research along with a detailed account of fund expenditures must be filed with Faculty Development no later than September 30, 2017, for the 2016-2017 cycle. The Research Project Report Form should be used as the template for all final reports. Please Note: Any funds unaccounted for shall be returned to the university and be added to the allocation for the competition in the following year. You may submit your report to the attention of Jennifer Hudson, Faculty Development Associate, at email@example.com.