PrincetonUniversity

 

UNIVERSITY COMMITTEE ON RESEARCH IN THE HUMANITIES AND SOCIAL SCIENCES

 

 

                                                                                                     INSTRUCTIONS

 

                                                                                  2003-2004

 

In order to facilitate the management of research grants awarded by the University Committee in the Humanities and Social Sciences, individual grant accounts will be established in the departmental 2300 account number series. 

 

Fund balances in any accounts will return to the Committee at the expiration of the grants.  Departments are responsible for reconciling with the Treasurer's Office any deficits that appear.

 

DRAWING THE GRANT

 

1.    The amount of the grant will be reimbursed directly to you when expenses and receipts are submitted on an employee voucher or employee travel voucher to Lori Kinney, Treasurer's Office, 3 New South Building.  Please specify the grant account number and have the Chair or the Manager of the Department sign the invoice.  If you wish to draw on the grant prior to your trip, please submit a white invoice indicating a lump sum withdrawal of the grant, and follow the instructions indicated above.

 

2.    The Controller will make payment directly to any non-University firm or individual whose services you have utilized.  In this instance a white invoice must be completed and submitted to the Controller following the instructions given above under no. 1.

 

3.    The Controller will make payment directly to any University department, employee or student whose services you have utilized, in accordance with the following procedures:

 

a.   If work has been done for you by another University department (e.g., the Printing Office or the Photo duplication Section of Firestone Library) the Controller will credit that department and charge your grant.  In this case, an Interdepartmental Invoice should be filled out and submitted to the Controller.  The department providing the service will prepare the Interdepartmental Invoice, which must include the grant account number, your name, and the signature of the Chair or Manager of the Department.

 

b.   If the services have been rendered by a student enrolled at Princeton, the student must complete a student payroll authorization at the Bureau of Student Employment.  Confirmation including the agreed upon hourly rate will be sent to you.  A payroll invoice must then be submitted to the Payroll Department of the Treasurer's Office in New South, specifying the grant account number.

 

REPORTS

 

The Committee requests that you submit the following reports within one month after the termination of the period covered by this grant.  Future requests for funding will not be considered by the Committee until both reports are received.

 

1.        To the Committee - a brief written summary of the use and product of the grant (including the account number and date of grant) and a Xerox copy of the accounting for the funds on the Grant Accounting Form (Secretary of Committee, 301 Nassau Hall).

 

2.        To the Treasurer's Office - an accounting for the funds on the enclosed Grant Accounting Form (Lori Kinney, 3 New South Building).  Employee travel voucher must be filled out and receipts for travel-related expenses (including housing, meals and transportation) are required.  For all other expenses, please use the employee voucher. 

 

UNEXPENDED FUNDS

 

Unless you have requested an extension (see below), any funds unexpended at the end of the grant period will automatically revert to the Committee. 

 

EXTENSIONS

 

Should you wish an extension of the grant period beyond the date specified, please make a request, in writing, to this effect to the Secretary in 301 Nassau Hall before the grant is due to terminate.  Your request should outline the reasons for the extension and the new termination date.  You may send your request by e-mail to Melinda Matlack (matlack@princeton.edu).

 

Revised:  9/03