1. You are responsible for correctly initiating the proper paperwork to
spend the
funds before the deadline given in your award letter.
2. You are responsible for keeping track of expended funds so that you
do not exceed
your allocated amount.
3. If you purchase supplies and equipment as part of your grant, submit original
receipts
to the Dean’s office for reimbursement. If you wish to have the purchases
charged directly to the grant account, please consult with the Dean’s office before ordering.
4. IRS Guidelines. According to IRS guidelines, items purchased with university funds
which have a "useful life of one year or more" will become UNI property. If you wish for
the item to become your personal property, you must report the amount provided by
UNI towards the purchase as taxable income. If your project includes the purchase of
such items, the Dean’s Office must receive a written statement from you indicating
whether this item will be University or personal property. The College cannot release
funds until your statement is received by the Dean’s office. If the item will become your
personal property, the tax is deducted from your UNI paycheck.
5. Airline tickets and registration fees can usually be paid prior to travel if they are paid
directly by the Dean’s Office. Prior to obtaining airline tickets or submitting registration
forms, please consult with the Dean’s office.
6. Reimbursement for travel expenses which were paid directly by you, including transportation, registration, hotel, and meals are done on a Travel Reimbursement Form. A new travel
reimbursement form is available on the UNI website in the Forms Repository in AccessUNI.
Side 1 of the travel authorization form must be submitted prior to travel.
a. The University will not reimburse you for travel expenses until after you return from the trip.
The usual University rules and regulations for travel reimbursement apply. To be reimbursed
it is necessary that you route one reimbursement form through all funding sources so that
the cost can be split between the indicated accounts.
b. Be sure to include only those expenses for which you have paid and are requesting reimbursement.
Student Assistants
If you should be hiring students as assistants, you need to initiate and follow these procedures:
a. Hiring UNI students for the first time, requires a number of forms ([1] Departmental Initial Student Employment form [pink]; [2] I-9 Form; [3] W-4 Form; [4] Centralized Employment Registry) be completed and approved before they begin to work for you.
b. Remember that Graduate Assistants cannot be employed as a student assistant within the same department. If you should intend to hire a Graduate Assistant, complete and sign a pink student assistant approval sheet and send the form to the Graduate College Office for account number and signature. After approval by the Graduate College and the Student Employment Office, a copy of the form is returned to the department. The student can then begin to work.
c. Student time sheets should be signed by you on the 15th of each month (or the Friday before if the 15th falls on a weekend). Please have the completed time sheet hand carried to the Dean’s office for approval before it goes to the Payroll office.
Human Subjects Review Form. If your project involves human subjects (i.e., your project uses questionnaires, surveys, interviews), a Human Subjects Review Form must be filed with and approved by the UNI Institutional Review Board before the funds can be released. The review process takes about five days.
NOTE: None of these funds will carry over into the new fiscal year, so all awarded funds must be spent by June 15 each year.
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