Frequently Asked Questions for Grantees
Fiscal Report Forms
Who can sign requests
to Carry Forward Unexpended Funds, Change Approved
Expenditures, and No-Cost Time Extensions?
These requests must be
signed by both the Principal Investigator (PI)
and the Contracts and Grants Official listed on
the original grant application and submitted to
the Program for review and approval. Approval
letters are sent to the Contracts and Grants Official
and copied to the PI.
When
should I submit requests for Carry Forward of
Unexpended Funds and No-Cost Time Extensions?
These requests are due
30 days prior to the end of the project period.
Funds must be carried forward into the same budget
category from which they originated, unless the
change is less than 25% of the category or a Request
to Change Approved Expenditures form [Microsoft Word] is submitted
and approved.
Can
I fax my request?
A faxed copy may be sent
to notify the program of your request, however
no action will be taken by the program to approve
the request until the original, signed copy is
received.
Is
an Annual Progress Report required when a Request
for No-Cost Time Extension is submitted?
If the extension is for
more than 3 months an Annual Progress Report must
accompany the request.
Are
overdrafts allowed as a carry forward request?
Overdrafts are not allowed on
any forms.
When
should I submit Requests to Change Approved Expenditures?
Requests to Change Approved
Expenditures [Microsoft Word] may be submitted at any time during
the project period.
Can
balances due the program be deducted from the
final 20% that is owed the institution?
For non-UC grants, the
balance to be returned to the program at the end
of the grant will be deducted from the final 20%
that is owed the institution.
Are
revised fiscal reports acceptable?
Revised fiscal reports
may not be accepted more than 90 days after the
due date. Note that all fiscal reports are an
official accounting of expenditures and must be
signed by an authorized fiscal official at the
institution. The officer's title, name, address
and phone number must be printed on the report.
Where
are fiscal reports located in the manual?
They are not included
as a form with the manual. Each program will issue
a preprinted fiscal report showing the current
working budget for the related grant which will
be mailed out to the Principal Investigator within
30 days prior to the due date, or upon request.
Why
is the program's current budget figure different
from the institution's?
The Special Research Programs' combine unexpended
funds carried forward from prior years with the
grant allocation for the current year. The total
amount is the current year's budget.
Once a grant is closed, all reports received are considered final and no fiscal adjustments are permitted.
When
does a grant officially close?
A grant is closed once all of
the scientific and fiscal reports have been received
and approved and all funds have been disbursed
or returned.
Progress Report Forms
Do
I need to submit all eight Progress Report forms
even if they are not applicable?
Yes. All eight forms must
be received before a Progress Report can be reviewed
and accepted. If the form is not applicable, please
indicate "Not Applicable".
The request must be submitted in writing by your contracts and grants office and addressed to your grant officer.
