Curriculum Related Activities Grants--General Information
Congratulations on receiving your Curriculum Related Activities Grant. Best wishes for a successful program. The information that follows will help you in achieving the success that you wish.
The amount of the award was specified in the letter you received from the Faculty Development Coordinator. Please exercise care in planning your project to ensure that you do not exceed this amount.
The grant money must be used during the summer. If unable to start or complete the project within that time, you may submit a written request for an extension for the Fall semester. After one year, any remaining funds will be returned to the main Curriculum Related Activities Grant account.
Payment Options
Upon awarding of your grant, you will be asked to complete and sign a payment option form. As a Curriculum Related Activities Grant recipient, you have one of three payment options: 1) the administration of funds for supplies, materials and equipment by the University; 2) a lump sum expense check for supplies, materials and equipment only; and 3) the entire sum as a supplement to your salary because the project does not include funds for supplies, materials, or equipment.
Option 1: Administration of Funds by the University
With this option, 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 as the primary project manager 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 supplies or materials under $100 (in total), you may purchase the items yourself and submit an Employee Voucher - Travel and Other - For Expenses Incurred in the Service of the State of Connecticut (CO-17XP) form, with original receipts attached, to Faculty Development for reimbursement. 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: http://www.southernct.edu/accountspayable/policies/reimbforoutofpocket100/.
For items equal to or greater than $100, please complete a Purchase Requisition (to issue a Purchase Order) and submit to Faculty Development before purchase. Allow two to four weeks for the processing of your order. For complete information on purchasing procedures and regulations and to obtain a Purchase Requisition form, please visit: http://www.southernct.edu/purchasing/.
Option 2: Lump Sum Expense Check for Supplies, Materials and Equipment
An expense check will be issued to you directly from the Accounts Payable Division. When a joint proposal has been funded, one faculty member will be issued the check (please inform Faculty Development to whom check will be issued). Please note that the funds from this check may be used only toward supplies, materials and equipment. A full financial report (including original receipts and other documents) must be filed with Faculty Development upon completion of the project if you select this option.
Option 3: Supplement to Salary
The entire sum of the award will be processed as a supplement to your salary if the project does not include funds for supplies, materials or equipment. The stipend will be reflected in your Payroll check. Stipends may not exceed $2,500.00.
For current Finance & Administration policies and procedures, please visit: http://www.southernct.edu/finadm/policiesprocedures
Scheduling and Room Arrangements
Most academic and cultural events on campus tend to be scheduled Monday, Wednesday, or Friday. Full-day events planned when classes are in session are difficult for most faculty and students to attend because of classes and other responsibilities. However, this may be appropriate for some programs having a specific group of participants.
Once the event is scheduled, please send the particulars to Faculty Development so the information can be included in the Weekly Calendar.
Room arrangements should be made as early as possible. Most of the general-purpose rooms on campus are booked well in advance of an event. No single office is responsible for room reservations. The following provides information about who schedules space in a particular building.
Rooms in the University Student Center (USC) can be reserved online at http://www.southernct.edu/student_center/facility/reservations
Space in the John Lyman Center for the Performing Arts is scheduled through Mr. David Starkey, Ext. 2-6163. Written reservation is required. A Facilities Usage Reservation Form can be obtained through Faculty Development.
Space in Connecticut Hall is scheduled through Ms Arlene Lucibello, University Scheduling, Ext. 2-6165. Written reservation is required. Please use the Facilities Usage Reservation Form.
Space in Pelz Gymnasium and Moore Fieldhouse is scheduled through Mr. Antonio Aceto, Director of Athletic Facilities, Ext. 2-6003.
Rooms in Buley Library are scheduled through Dr. Christina Baum, Director of Library Services, Ext. 2-5760.
Other space, including classrooms in all buildings for purposes other than instruction, is reserved through the Scheduling Office, John Lyman Center for the Performing Arts. Arrangements may be made with Ms. Arlene Lucibello, Ext. 2-6165. Written reservation is required. Please use the Facilities Usage Reservation Form.
Arrangements for audiovisual equipment, podiums, and similar items must be made with Ms. Heidi Patterson, AV/TV, and Multimedia, EN B16, Ext. 2-5400.
Refreshments
Modest refreshments may be provided for seminars, workshops, and other programs so long as compliance with the university's policy is demonstrated. The policy is stated below or also on the Finance and Administration web site under policies and procedures/refreshments.
REFRESHMENT POLICY
On occasion, it is in the University's best interest to host refreshments or a business meal as a necessary business practice. Prudent judgment for incurring such expenses is essential since budget resources are limited.
A. ALLOWABLE REFRESHMENT EXPENSES
1. Refreshments (pastries, coffee, tea, etc.) may be provided during meetings of official University business provided the meeting does not consist entirely of University employees. Such refreshment arrangements do not require prior approval of the appropriate Vice President.
2. Beverages (coffee, tea, juice, and soda) and/or pastries may not be provided in conjunction with ordinary staff meetings or other regularly scheduled business meetings consisting of employees. At times, certain circumstances may be present in which refreshment reimbursement for a staff meeting is possible. Such circumstances must have prior approval of the appropriate Vice President.
3. Expenses specifically for breakfast, lunch or dinner meetings held in connection with official University business or with the entertaining of guests visiting the University on official business must have prior approval of the appropriate Vice President. Refreshment expenditures should be limited to the cost of food and non-alcoholic beverages only. THE UNIVERSITY DOES NOT PAY FOR ALCOHOLIC BEVERAGES. Lunch expenses of staff members are usually a personal responsibility; however, reimbursement of meals of employees may be allowed when:
a. The charge is part of a conference or workshop expense;
b. A member of a search committee hosts a candidate for a position (see section B below).
c. A departmental employee hosts a visiting lecturer, potential donor, or other official guest to the University.
4. Ad hoc committee meetings and informal meetings consisting solely of university employees should not include breakfast, lunch, or dinner expenses except events subsidized by special allocated collective bargaining Faculty Development Funds and/or other restricted monies from a non-University source. For grant-supported payments pre-approval is required by the Sponsored Programs and Research Department.
5. If the University food service operation is not available or closed, the expense for refreshments may be processed as a reimbursement to the meeting chair with appropriate approval and source of funding. Reimbursement would occur based upon a properly completed CO-17XP Employee Voucher form with supporting documentation (including a list of all attendees) and receipts to the Accounts Payable Department for reimbursement.
6. Recognition events for employees may be hosted by the President, Vice Presidents, Chief Officers or Deans.
B. SEARCH MEALS
Meals may be provided for candidate interview situations provided:
a. The maximum number is four people exclusive of the candidate
b. Off-campus meals with a candidate and members of the search committee will be reimbursed via a CO-17XP Employee Voucher form with supporting documentation (including a list of all attendees) and receipts to Accounts Payable for reimbursement.
C. NON-ALLOWABLE EXPENSES:
It is SCSU's policy to provide payment for all reasonable and necessary expenses incurred in transacting University business. The following are specific types of expenses which are considered to be of a personal nature and will not be considered a University expense:
• Birthday cakes or celebrations
• Holiday luncheons for employees, including -
o Secretary's Day
o Office parties
o Employee entertainment, gifts, or donations
o Political events, contributions or donations
Arrangements for refreshments must be made at least two weeks before the event.
1. The first step in the process is to contact Chartwells Campus Catering Services with a request
for food services. The fax number is ext. 2-5165.
2. Chartwells Campus Catering Services will fax back a menu with setup information and prices.
Once you approve the menu, please fax (ext. 2-5355) or send (EN B 106) the menu to Faculty
Development for Banner Organization coding and approval from the Provost.
3. Faculty Development will fax the signed menu to Chartwells Campus Catering Services.
If you have questions about planning refreshments, please contact Faculty Development, Ext. 2-5358.
Publicity
Sponsored activities are open to all full and part-time faculty members. Staff, students, and members of the greater New Haven community may be invited and should be welcome at many, if not most, events. Publicity about the project should include the statement, "This project is supported by a Faculty Development Grant," or similar wording.
Publicity to faculty and administrators can be provided through Faculty Development's Weekly Calendar. This calendar is e-published weekly during the academic year, except holiday periods and vacations. To place an event in the calendar, provide the necessary information to the Faculty Development by 4:00 p.m. Tuesday one week prior to the event. Information may also be phoned in (ext. 2-5358), dropped off in EN B 106, or sent by e-mail to Faculty Development, facultydevel@southernct.edu.
Faculty Development (ext. 2-5358) may also disseminate flyers to faculty and administrators electronically. Attendance can be enhanced through appropriate announcements and publicity. For certain programs, announcements may be made in classes to reach our students.
Some events may welcome the University community as a whole and require campus-wide distribution. Such press releases should be coordinated through the Office of Public Affairs, ext. 26586. See http://www.southernct.edu/publicaffairs/.
Please Note: Public Affairs should be consulted if you wish to publicize your event to campus bodies other than the faculty and administration. Faculty Development can help to publicize your event to faculty and administrators.
Travel
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 Provost 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 or emergency occur while you are traveling.
For current travel (and all other) procedures, please visit:
http://www.southernct.edu/finadm/policiesprocedures/.
Submission of Grant Reports
Regardless of which payment option you choose as a recipient of the Curriculum Related Activities Grant, a report must be filed with Faculty Development. You may submit your report to the attention of Ms. Jennifer A. Hudson, Operations and Grant Manager, Faculty Development.
