Index Number (Grant Code)
After the fully executed contract is received by Accounting Services, your grant accountant will contact you when the index number is set up. Once the index number is assigned, your grant funds are available for your use.
Grant Financial Reports
The grant accountant files all financial reports which must be signed by the University Controller. Please contact your grant accountant for any financial information requested by your granting agency.
Agency and Reimbursement Checks
- Indicate the grant account number
- Send to the grant accountant
- Cashier Transmittal Form (PDF)
Program Income Checks
- Indicate the grant number and the program income revenue account.
- If not known, contact your grant accountant for appropriate number.
- The checks should be receipted in the Cashier’s Office and copies forwarded to your Grant Accountant.
Agency Electronic Drawdowns
The Grant Accountant for your award will be responsible for setting up accounts and drawing funds electronically as required by your awarding agency.
It is the University's policy that grant funds are drawn on a cost reimbursement basis only. Advances on grant funds are not permitted.
Links to the Office of Management and Budget Circulars
Pre-award Costs and Activities
The University allows pre-award costs and activities for grants as long as the granting agency contract stipulates that pre-award costs are reimbursable by the award.
The project director must follow the agency's timeline regarding pre-award costs and activities and those costs and activities must be included in the approved grant budget.
Any pre-award costs not reimbursed by the granting agency will be the responsibility of the project director.
Discontinue use of the grant code (index #) after the ending date of the grant.
Grant expenditures not reimbursed by the granting agency must be cleared. The project director in consultation with his/her department and college must transfer funds into the grant or transfer non-reimbursed expenditures to another appropriate University Index.
Closing Grant Procedures
Grant Closing Checklist