Forms and Instructions

Below you will find a collection of helpful forms and instructions for some of our processes:

For Principal Investigators/ Project Directors

• How do I know how much has been spent and how much is left to spend on a grant?
  • PIs/PDs receive monthly reports on sponsored projects fund codes on the 10^th of each month. Here are some guides to reading and understanding them. You can also reach out to your SPA Grant Manager (GM).

            Simple Guide one page instructions
            Full Report Guide more comprehensive information

• Can I move expenses onto or off a grant?
  • Yes, and there are specific procedures to follow. All reallocations involving a sponsored projects fund code should consider and document whether expenses are consistent, reasonable, allocable to the sponsored project, and allowable on the sponsored project. SPA uses a Cost Transfer Justification Form to capture this information. A Cost Transfer Justification Form is strongly recommended whenever expenses are moved via JV or Labor Correction. If the form is not used, then the backup for the transaction should include comments explaining addressing the questions on the Cost Transfer Justification Form
  • A Cost Transfer Justification Form is required for transactions that debit federal funds.

• What if I want to know more about moving expenses onto or off grants?
• Read the Journal Vouchers, Labor Corrections, and Cost Transfers on Sponsored Projects Policy or talk to your SPA Grant Manager (GM). 

For Administrative Coordinators:

• Can purchases be made on P-Cards using grant funds?
  • Yes. SPA has a process guide for adding grant fund codes and reconciling purchases directly to grant funds in JP Morgan SmartData.

SPA Policies

Contact your GM