If you have any questions or concerns, please feel free to contact the Grants Office using the post-grants email below. Please note: All post-grants activity will be routed through this email: email@example.com
How to Spend and Monitor Your Award
Associated with the Department of Finance- Grant and Contracts - Post Awards
The following process will be followed by the Grants Office for submitting grant expense reports—and receiving reimbursement in a timely manner.
1. National Louis University will reimburse employees for any pre-approved University and grant-related expenses. Employees must complete an Expense Reimbursement Form, attach all original receipts, sign and obtain the signature of their Budget Head. Completed and approved expense reimbursement forms should be submitted to firstname.lastname@example.org.Your email will come directly to the grants office at the Wheeling campus for processing. For additional information on expense reimbursement, please contact Lucille Morgan (847-947-5208) or Terri Atienza (847-947-5604) in the Grants Office.
2. Expenses are checked, by the Grants Office, against the original budget to ensure that the item for which reimbursement is requested is allowable, reasonable, and applicable.
3. A member of the post-grants team will sign off on the expense report and secure additional approvals as needed.
4. The approved expense will be emailed to the assigned person in Accounts Payable from the grants office.
5. There is a 7 day turnaround for all expenditures to be processed and forwarded.
These items are due the 10th day of each month:
"Supplemental Agreements" and "Payroll Authorizations"
Contractual Agreements should be forwarded the grants office then it is forwarded to human resources, and then they will forward the fully executed agreement to our office. Please note, expenditures will not be paid until a fully executed agreement is on file in Grants Office.
A copy of all new "Authorizations to Employ" should be sent to the Grants Office for signature, then it is forwarded to Human Resources.
If you are checking on the status of a payment or check, please contact the Grants Office for assistance. Please note that Cash Transmittals still need to be routed via interoffice mail.
All completed expenditures and forms are to be sent electronically, including:
NOTE: Payroll Authorizations are originated either by the Grants team or HR. New Hire Authorizations are originated in HR and Payroll Reauthorizations (for multiple year grants) are originated by the grants team working with a Project Director/Principal Investigator.
Additionally, Supplementary Agreements are signed off by your College Dean. If you need an Honorarium or Independent Contractor agreement, please contact the grants office directly and they will work with you to complete and process those forms. Please email Lucille.Morgan@nl.edu
By clicking on the form's name, a writable copy of the form will appear on your screen (the completed form cannot be saved to your computer).
To save a copy of a form directly to your computer, hold down the shift key while left-clicking on the form name. This will cause a dialog box to open, which will allow you to save the file in a specified directory on your computer. Completed forms should be saved using a different filename. All PDF files require the latest version of Adobe Acrobat to open. Click here to acquire the correct version for your computer.
Guidelines for Commonly Used Forms
Expense reports are required to reimburse individuals (employees and nonemployees) for mileage, travel expenses related to grant project(s) airfare, supplies, etc. Expense Reports require the following information in order to be processed:
Name of Individual, Address and NLU ID. NLU ID will go on the ID# line
The expense period must be filled out stating which period the report covers
Itemize the expenses. Each expense should have a separate line
The following fields are required for each line: Fund, Org, Account, Program Description, Activity (which is always '30' for grant accounts), and Total.
The other fields may be required depending on the expense type.
PDF of Back-Up Documentation: Original receipts showing proof of payment will be filed and kept in each perspective PD's department.
Project Director/Principal Investigator (Signature/Special Instructions/Comments): If you have special instructions for your check, please note them on the ER or CR (i.e "Please send check to Jane Doe- Wheeling", "Please send check to Tracy in Grants Office-Chicago", "Please mail check directly to payee". If no special instructions are made, it is assumed the check will be mailed to the address provided on the expenditure.
Payment for goods and services not obtained through purchase requisitions. Check Requests require the following information in order to be processed:
Name of Individual or Vendor, Address and SSN or FEIN
Fund Number with Organization and CORRECT Account Codes (please ask if you have questions)
Amount of Payment
Back-Up Documentation: PDF copy of Original Invoices, Order Forms or Memos (save originals in your files) Please note that this is extremely important for auditing purposes, especially since we are now entrusting good record keeping to the grant personnel.
Project Director Electronic Signature
Special Instructions/Comments: If you have special instructions for the check, please note them on the ER or CR (i.e "Please send check to Jane Doe-Wheeling", "Please send check to Tracy in Grants Office-Chicago", "Please mail check directly to payee". If no special instructions are made, it is assumed the check will be mailed to the address provided on the expenditure
Used to process a request for university funds to order merchandise or services from vendors. Purchase Requisitions require the following information in order to be processed:
Name, Dept. and Ext. of the person making the request
Date of request
For existing vendors (i.e. Corporate Express) the Vendor Name is enough
If the request is for a new vendor, then all remaining vendor information is required
Needed by Date, Ship to Attn and ship to Campus are all required
In the order grid, all five fields are required for each item, and the total should be listed in the Total field at the bottom of that section.
Fund Number with Organization and Account Codes
Project Director Electronic Signature
Include any attachments, order forms, or other information that clarifies the needs
PDF of all backup
Travel Authorizations need to be filled out and emailed to the Grants office for approval before the out-of-town travel commences. Please email: email@example.com
Attached to the Travel Authorization, please send a PDF (electronic version) of the conference brochure identifying the conference name, location and dates or meeting announcement with same information.
All other out-of-town travel will be processed through the Project Director/Principal Investigator
For reimbursement, complete of an expense report, attached receipts and approved authorization (see Expense Report for submission process)
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