Establishing Accounts
Unrestricted Operating Funds (Including Auxiliaries)
To add an unrestricted operating account, departments must fill out a new account form available at http://www.finance.ohiou.edu/forms. After opening the form see the 'Instructions' tab for guidance.
- See the topic 'Capital Improvement Accounts' for information about establishing those accounts.
- See the topic 'Research Accounts, Funding (Unrestricted)' for info about establishing those accounts.
Restricted Funds
Please refer to Research Policies for a comprehensive listing of relevant policies and procedures relating to grant accounts. A transmittal form, grant proposal, health and safety checklist, and budget proposal must be prepared by the department and forwarded to the Office of Research and Sponsored Programs (ORSP) to establish a grant account.
Grant Proposal: The Principal Investigator (PI) must fill out a blue transmittal form and health and safety checklist, which require the department dean's/chair's review and signature, as well as a proposal. See the Ohio University Transmittal Form for a transmittal form and health and safety checklist.
Budget Proposal: The departmental faculty/staff should contact the ORSP contract manager assigned to his/her department to assist in the preparation of a working budget prepare a budget breakdown for the approved grant dollars. Once the budget is prepared, it must be forwarded to the ORSP for approval, along with the transmittal, health and safety checklist, and proposal. Please refer to ORSP for a budgetary preparation aid. A sample Budget Summary form is shown below.
Budget Summary
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Sponsor
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OhioUniversity
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Other
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Total
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Year 1
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Sum of All Years
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Year 1
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Sum of All Years
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Year 1
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Sum of All Years
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Year 1
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Sum of All Years
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Direct Costs
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Indirect Costs
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Total Costs
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The department seeking a grant may be required to fill out additional grant forms, depending on the requirements set forth by the granting agency. Additional expenditure types may be assigned to the grant, providing they are consistent with the specific grant restrictions, by contacting Grants & Contracts Accounting. Any request for an expenditure type that is inconsistent with the grant restrictions will be referred to ORSP.
Award Notification: Once the proposal is approved by both the granting agency and the ORSP, the ORSP prepares the granting forms and notifies the PI that the grant was approved via a notification letter. The award letter details (1) the time period of the grant, (2) the amount of money awarded, and (3) specific terms and conditions applicable.
If the award money is sent directly to the department, immediately forward the check to Grants & Contracts Accounting. The check should not be sent via campus mail, but hand-delivered for security reasons. The Grants & Contracts Accounting Office will deposit the check and notify the ORSP of the arrival of funds.
When departments are awarded capital funds, they must immediately notify ORSP of the award to ensure that the department receives credit for the grant. You must contact Facilities Planning to request approval for capital fund accounts. Please see website below for more information:
http://www.facilities.ohiou.edu/planning_space/facilities_planning.htm
