Expenditure Forms

Depending on the type of transaction that needs processed against a project, the appropriate form must be completed by the PI/PD for the expenditure/request for the encumbrance to be processed against the pro ject. For the forms available, the Division of Finance forms and manuals may be accessed at: http://www.finance.ohiou.edu/forms/index.htm .

Each expense must be directly related to the project, be allowable under the terms and conditions of the award, and be included in the sponsor-approved budget. The PI/PD is ultimately responsible for all costs charged to his/her restricted accounts. Only the PI/PD can verify that each individual expense is appropriate to the account. Ultimately, the PI/PD and the PI/PD’s department are responsible for any over expenditures or any costs that are determined to be unallowable by GCA or auditors. Therefore, it is incumbent upon the PI/PD to carefully monitor all expenditures charged to his/her restricted account and to ensure complia nce with the terms and conditions of the award.

Each expense must be assigned to an expenditure code, otherwise known as natural account code or object code. This defines the expense into further detail to identify the type of expenditure that has been incurred. Some codes are required while others are optional. A description of expenditure codes can be found at: http://casplus.finance.ohiou.edu/object/index.asp . A more detailed listing of categories have been discussed in the Grant Submission Process section of this handbook.

DON'T FORGET: Each expense must be directly related to the project, be allowable under the terms and conditions of the award and be included in the sponsor-approved budget.

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