Grants Management Office Forms

Purchasing research supplies and materials

Expenditures on physical goods and services should be planned for in advance and procured through requisition/purchase orders on eProcurement. If you are currently not an ePro user, please reach out to the Procurement Department to be set up by completing the LIU-Purchasing PeopleSoft Buy Registration form. Note that expenses may be denied by OSP/GMO if deemed not in accordance with grant stipulations. Please visit the Controller’s Office website for the latest forms and disbursement guide.

Traveling using research funds

If you are planning on budgeted travel, as soon as the known event is identified, complete the Travel Approval Form – include supporting backup for the travel including where the travel is explicitly stated in the grant award, registration flyers, screen shots of travel costs, and if flights are involved, that the Fly American Act is followed (Federal Grants). This should be started as soon as travel is identified (and at least one month in advance of the trip) so the appropriate approvals can be obtained.

For employee travel and business expense reimbursements, use the Travel & Expense Reimbursement form which should also be signed off on by the supervising P.I. and include supporting documents (agenda, meeting attendees, Google Maps mileage, receipts, etc.). OSP and Grants Management Team reviews all expenses for allowable costs per grant terms.

Hiring research staff on grant and stipend requests

All hiring and rehiring requests must be submitted through the HR Portal. If you do not have access to the portal please contact the Office of Human Resources. If you have never used the portal before we suggest you watch the training video that is embedded in the side bar menu of the portal (The password for the video is posted there as well). When posting a position or rehire please keep the following in mind:

  • You should always post first prior to identifying who you want to hire. Legally, people cannot start working until their I-9 has been verified through the Department of Homeland services and USCIS and they have approval from the Office of Human Resources.
  • You, as the PI of your project, need to add job postings into the portal. If someone else does it for you then the approval chain will be based on that person instead of you and this may cause approval delays.
  • If you or any other employee will be receiving a one-time or one semester stipend, initiate the additive pay process at least 60 days before the anticipated work is performed by completing a stipend request in the HR Portal. A written job description and a salary justification must accompany your request so that the amount can be paid at the completion of the work.
  • Make sure to select “Grant Based” as the funding source and enter the appropriate sponsored projects fund account number.
  • Once submitted the request has to be approved prior to it reaching HR for them to take any action with it so be sure to post as soon as you know you need to hire someone so that approvals can happen as quickly as possible.
  • If you a paying yourself or another faculty member Academic Year release time, an HR Action Form must be completed and submitted. The contract date should always be the current period of the grant award, as each year the grant (if renewed) will receive a new fund number. The Salary should be the amount of salary being paid from the grant.

Effort Reporting

Principal Investigator (PI) is responsible for appropriately proposing effort commitments, managing concurrent projects, devoting actual effort, and informing OSP/GMO of issues impacting their ability to devote effort within a reasonable variance of the effort commitment. The PI is also responsible for communicating new payroll allocations and changes in anticipated effort for themselves and sponsored project staff to OSP/GMO in order for payroll allocations to be updated promptly. The PI is also responsible for reviewing and certifying his/her own effort certification forms and reviewing and certifying his/her sponsored project staff. Lastly, the PI is responsible for ensuring that their effort commitment has been met.

  • Effort certification statements will be generated by the GMO for employees whose compensation was charged in whole or in part to a sponsored project during the respective effort period.
    1. Faculty and exempt staff – will have effort certification statements generated on an annual basis for fall and spring semesters.
    2. Non-exempt, hourly-paid staff are exempt from effort reporting.
  • If payroll salary percentages on the effort statement reflect actual effort without requiring any changes, then the person completing the form (certifier) should sign the certification statement on the effort report and submit the form in accordance with University procedures. If the payroll salary percentages on the effort statement do not correspond to the percentages of the individual’s actual effort, then the person completing the form should make changes to the payroll allocation percentages to reasonably reflect the individual’s actual effort. The person should then sign the certification on the effort report and submit the form in accordance with University procedures.
  • All certifications should be submitted to GMO by the due date provided for that certification period. Any resulting payroll reallocations required as a result of a certified effort form must be processed promptly.
  • Effort certification statements should be retained for the requisite number of years as defined in LIU’s Record Retention Policy.

No Cost Extension (NCE)

If you are in the final year of your award you should confirm when the deadline is to request a no cost extension from the funder. Most deadlines fall within 30 to 90 days prior to the award end date. These requests usually require a budget showing how any remaining funds will be used and usually have to be submitted by the school on your behalf. For these reasons you must work with the Office of Sponsored Projects (OSP) to request an NCE. Please use the OSPPortal to notify OSP of your need for a No Cost Extension.

Helpful Links

Procedures