Grant Budget Guide
Congratulations! Now that you have been awarded funding for your project here is what you need to know in order to manage it successfully.
Your Responsibilities as a Principal Investigator
All Principal Investigators (PI) are responsible to:
- Ensure that research/program staff are cognizant of their responsibilities and those of RI College’s administrative offices.
- Abide by the key terms and conditions of the award, such as the approved scope of work and budget, required prior approvals, and reporting.
- Know and work within the Sponsor’s rules and regulations and RI College’s policies and procedures.
Running Budget Status Reports
Grant Accounting respectfully requests that you review the grant’s budget in PeopleSoft monthly and if there are any changes that are needed, please email the details to kbrennan@ric.edu.
Instructions on how to access the Grant Budget Status Report, which provides detail on expenses, can be requested from OSP at osp@ric.edu.
A link can also be accessed from the FAC/Staff FAQs tab in PeopleSoft be selecting the Grant/ICR/ProjectBudgetInquiry (Financials) link on the right side of the page.
If you have any problems accessing PeopleSoft reports or need assistance in understanding it, please contact Grant Accounting at 401-456-8402.
Required Chart Fields for Spending on Grants
The following chart fields should be completed on all purchasing forms in order to properly charge expenses to grants. If this information is not included, expenses may not be charged correctly. Should you need assistance with purchasing, please contact them at 401-456-8047.
| Project ID (Grant #): | Activity: 001 |
| Fund: 380 | Emplid: 0000000 |
| Department: | Business Unit: RICOL |
| Budget Reference: 01 | Ledger Group: PROJGRANT |
| Account: see table below for common accounts | Total Amount |
OSP has attached a copy of your budget status report as of today. The appropriate line items, codes and dollar amounts are listed on the report and correlate to the Notice of Grant Award (NOGA) by grant accounting. This PeopleSoft budget status report summarizes how your original proposal budget lines are translated to the College’s financial system. Please refer to these lines when you have budget expenditure questions.
How to Find Budget Item Codes and Related Departments
Under each heading are the line item codes in your budget and the departments to contact if you need help.
| Expenditure | Account | Form(s) | Department Contact |
|---|---|---|---|
| Bi-Weekly Payroll | 66230 | HR Hiring Forms (bi-weekly payroll is charged to grants in accordance with the proposal budget unless Grant Accounting is notified of any changes or updates. | Human Resources (401-456-8216); Payroll (401-456-8695) |
| College Monthly Payroll | 60254 | MP07 & Monthly Timesheets | MP07 to HR (401-456-8216); Monthly Timesheets to Accounting (401-456-8001) |
| Student Payroll | 60240 | Student Employment Form (SEF) plus supporting documents noted on the SEF and Biweekly Timesheets | SEF to Career & Life Design (401-456-8301); Biweekly Timesheets to Payroll (401-456-8695) |
| Fringe Benefits & FICA | 66210, 66220 | N/A (charged via applicable payroll) | N/A |
| Lab Equipment | 60662 | PeopleSoft Requisition | Electronically routed within PeopleSoft |
| Travel (International, In-State, Out-of-State, Other | 60339, 60341 60342, 60343 | Online Travel Preapproval Form; Travel Reimbursement Form are both required | Accounting (401-456-8001) |
| Supplies (General, Office, Educational, Lab, Computer) | 60300, 60323, 60432, 60435, 60442 | PeopleSoft Requisition | Purchasing (401-456-8047) Electronically routed within PeopleSoft |
| Postage | 60321 | Mail Service Slips | Central Mail Room/Publishing Services |
| Printing & Photocopying | 60331 | Communications & Marketing (401-456-8263) | |
| Tuition/Scholarship | 60582 | Journal Entry | Grant Accounting (401-456-8197) |
| Student Stipend | 60584 | Check Request & W-9 (note: this may be taxable) | Accounts Payable (401-456-8196) |
| Consultants | 60269 | PeopleSoft Requisition (purchasing rules may apply) | Purchasing (401-456-8047) Electronically routed within PeopleSoft |
| Sub-awards | 60260 | Sub-award Request Form; PeopleSoft Requisition; Monthly Receiving Report | Sub-award Request Form OSP (401-456-9074); PeopleSoft Requisition & Monthly Receiving Report to Purchasing with consultant’s invoice attached (401-456-8047) |
| Food & Meeting Expense (*validate that food is an allowable expense on the grant) | 60345 | Event Management System (EMS) | Electronically routed within EMS (401-456-8195) |
Budget Adjustments, No Cost Extensions, PI or Scope of Work Changes
Please be advised that after your grant commences, any amendments, budget change requests, no cost extension requests (NCE), changes in PIs, etc. require notification to and OSP approval. Requests can be made via email to npetrovic@ric.edu. This must be done prior to communicating with your project officer.