Once you have been awarded your grant and the Office of Research, Scholarship, and Innovation has set up a grant account:

The Grant Check Request Form is one way for you to access these funds. Use it to request reimbursements, have invoices paid, or to pay stipends and honoraria to non-Nazareth employees. Complete the form and – along with the applicable original receipts – send it to the Office of Research, Scholarship, and Innovation, which will submit and track the request and work to ensure a timely payment.

If you are requesting a reimbursement for travel, submit a Grant-financed Travel Expenses Form as well.

NOTE: To request honoraria or stipends for Nazareth employees, file a Grant-financed Nazareth Employee Stipends Form, rather than a Grant Check Request Form.

If your grant covers stipends for Nazareth faculty or staff, complete a Grant-financed Nazareth Employee Stipends Form. This form should be completed electronically and forwarded to the Office of Research, Scholarship, and Innovation, which will submit and track the request to ensure a timely payment.

If the Nazareth employee is a Nazareth staff member, also file a Grant-financed Additional College Work Request for Staff Employees Form. This form should be completed electronically and forwarded to the Office of Research, Scholarship, and Innovation, which will submit it to Human Resources for processing. Note that the Human Resources will not allow a stipend request to move forward for a Nazareth staff employee unless this form has been filed.

Note: All stipends for Nazareth students and non-Nazareth faculty/staff should be requested by completing a Grant Check Request Form.

Sometimes agencies or institutions that you are working with (particularly those overseas) will prefer to have payments made electronically. In these cases, complete a Grant Electronic Payment Request Form. This form should be completed electronically and – along with the applicable invoices – be sent to the Office of Research, Scholarship, and Innovation, which will submit and track the request and work to ensure a timely payment.

Note that the amount to be wired and currency type should correspond to the amount and currency type listed on the invoice. (If this is a foreign currency, do not convert currency to US Dollars. The conversion will be done by the Controller's Office.)

There may be times when you find that you over- and/or under-budgeted for certain budget categories on your original proposal budget. Granting agencies understand this possibility and will sometimes allow you to move small percentages of funds between/amongst budget lines when this occurs. Depending on the agency and/or the amount involved, you may or may not need to get prior approval from the funding agency to move funds between/amongst budget lines.

When you find yourself in such a predicament, you must – before overspending within any budget line – complete a Grant Budget Modification Request Form and discuss the terms of your grant contract with the Office of Research, Scholarship, and Innovation. If permission from the granting agency's program officer is needed, the Office of Research, Scholarship, and Innovation will work with you to obtain such permission.

Because auditors pay especially close attention to account transfers and assume that multiple account transfers are a sign of poorly managed accounts (and so warrant closer scrutiny), it is imperative that grants-related account transfers are both limited and include extensive back-up documentation.

When a grant expenditure is initially charged to an account other than the grant account – or vice versa – a Grant Account Transfer Form must be completed. This form should be completed electronically and forwarded to the Office of Research, Scholarship, and Innovation, which will ensure that the proper explanation and documentation are provided, and submit and track the request.

Yes. When buying grant-funded supplies from the College Bookstore, a Grant Charge Voucher for College Bookstore must be filed with the Bookstore. Fill the voucher out electronically and bring a copy to the Bookstore. A Bookstore representative will sign the form and return it to the Office of Research, Scholarship, and Innovation, which will track the expenditure and ensure appropriate charges are made.

In order to "process" and track supplies ordered through Office Services, there is a green Grant-Financed Supply Requisition Log at the Office Services desk. Use this in lieu of the Office Services' own Supply Requisition Log.

Office Services will then forward the requests to the Office of Research, Scholarship, and Innovation, which will track the requisition.

When ordering equipment that requires a Purchase Order Requisition, use the form in your Expenditure Request Forms Book in lieu of the College's standard form. This form should be completed electronically and sent to the Office of Research, Scholarship, and Innovation, which will submit and track the order.

Yes. When ordering copies from Office Services you must fill out an Office Services Duplication Request form. When filling out this form, write in "Grant" and then your grant's account number (14-0000000) in the Department Name box of the form. On the top line of the Description box, write in the budget line to which you would like these copies charged. This will allow the Office of Research, Scholarship, and Innovation to track the request and ensure proper account charging. (See example in your Expenditure Request Forms Book.)

If your grant covers travel-related expenses, a Grant-financed Travel Expenses Form must be completed (note that this is in lieu of a Nazareth College general Travel Expense Form), as well as a Grant Check Request Form for the total reimbursement requested.

Complete both forms and – along with the applicable original receipts – send to the Office of Research, Scholarship, and Innovation, which will submit and track the request and work to ensure a timely payment.

When using a College Visa card to make grant-related purchases, complete a Grant Account Visa Charge Form electronically and submit it to the Office of Research, Scholarship, and Innovation, which will track the charges and ensure appropriate charges are made. Note that these charges must also be submitted to Accounts Payable on the College’s form, so that they may apply the charges to the appropriate accounts.

If your grant covers financial aid for Nazareth students (whether undergraduate or graduate), complete a Grant-financed Financial Aid Form electronically and send it to the Office of Research, Scholarship, and Innovation, which will work with the Office of Financial Aid to ensure that the financial aid is tracked, charged, and applied to the correct accounts.

A new Grant-financed Financial Aid Form must be completed for every term financial aid is to be paid by the grant.

Making Changes to Grant-Financed Financial Aid

Sometimes changes in financial aid need to be made after the initial financial aid has been requested (if the student drops a class, for example). When changes to grant-financed financial aid are made after a Grant-financed Financial Aid Form has been submitted, fill out a Changes to Grant-financed Financial Aid Form electronically and send it to the Office of Research, Scholarship, and Innovation, which will work with the Office of Financial Aid to ensure that the corrected financial aid is tracked, charged, and applied to the correct accounts.

If your grant covers Graduate Assistantships, complete a Grant-financed Graduate Assistantship Voucher. (If you have not yet chosen your grad assistant, you may leave the Graduate Assistant Information section blank).

This form should be completed electronically and forwarded to the Office of Research, Scholarship, and Innovation prior to submitting your request to the Coordinator for Graduate Assistantships. The two offices will then work together to ensure that Assistantships are tracked and charged to the correct accounts.

A new Grant-financed Graduate Assistantships Voucher must be completed each term.

When a new short-term credit-bearing graduate course, workshop, or institute is developed and conducted specifically for a grant program and/or using grant funds, a number of offices must work together closely to ensure that all registration and financial transactions run smoothly.

As soon as a grant award is made that includes financing for a new course, workshop, or institute, complete a Grant-financed New Credit-bearing Graduate Course/Workshop/Institute form, along with the Graduate Student Services' New Graduate Course Request form. Submit them to the Office of Research, Scholarship, and Innovation which will work with the Registration & Records Office and the director of Financial Aid to ensure all transactions run smoothly.

The form must be submitted to Graduate Student Services immediately upon learning of funding for, and prior to registering, any students in a new grant-financed course/institute/workshop that carries graduate credits. Please contact the Registration & Records Office and/or the Office of Research, Scholarship, and Innovation for more information.