PI Resources

Grants and FOAPALs

The FOAPAL is the information that you'll need if you want to charge expenses to the grant. Here's how we use the F O A P A and L for grants:

• F: The fund code will be a unique number associated with your grant, and it will begin with a 2.
• O: The organization code will be your department's number
• A: The account code represents each specific expense category (supplies, supplemental compensation, etc)
• P: The program code denotes the TYPE of project it is. Grant's are almost always one of the following:
  • 2001 Instruction
  • 2002 Research
  • 2003 Public Service
• A: The activity code is not always used, but it can be set up to aid in the tracking of multiple expenditures/projects on one fund code. Most grants don't utilize activity codes, but if yours does, please make sure to enter it any time you're entering FOAP information.
• L: The location code is not used in sponsored projects.

What PIs are responsible for

• The account code. PIs are making decisions about expenses to incur on the FOAPAL in order to execute the project. Grant Managers can advise about choosing account codes to facilitate reporting.

What SPA is responsible for

• All the other letters!

Monthly Reports for Grants

Two monthly reports come to the PI via email from erpfinance@bsu.edu; they show both detailed expenses for the previous month, as well as a summary of the expenses on the grant to date in comparison to the awarded budget to show how much remains to be spent. These reports usually arrive in the PIs inbox around the 10th of each month during the grant period.

Use this simple 1-page guide to understand your reports

Want to dive deep? Use this comprehensive guide

Blank W-9 Form

Ball State's W-9 Form

We know that questions will come up through out the administration of your grant. Feel free to reach out to your Grant Manager, but we've compiled a list of Frequently Asked Questions, too.

When can I start spending money for my project?

When you receive the FOAPAL information from your Grant Manager you can start spending. If you need to spend in advance of receiving this, contact your Grant Manager about options.  

How do I adjust the budget of my grant?

Contact your Grant Manager. Often, budgets can be adjusted without contacting the sponsor, so long as the scope of work is unchanged. Other times, depending on the terms and conditions and/or the amount of re-budgeting, the Grant Manager may have to seek approval from the Sponsor. Either way, your Grant Manager can enter the revised budget into Banner so that spending can be tracked more accurately.  

How do I find out how much money is left on my grant?

Each month the PI receives a report from erpfinance@bsu.edu that includes the budget, the expenditures to date, and the balance remaining.  

I am supposed to receive salary from the grant. What do I do?

The Grant Manager will complete the transactions needed for faculty pay to be expensed to a grant (AY salary for non-instructional load time and/or supplemental salary) based on the budget in the award notice. If there is a change in plans from the awarded budget, contact your Grant Manager. 

I need to order supplies for my grant. How do I do this?

PIs work with Administrative Coordinators to order supplies via SciQuest and expense directly to the grant FOAP provided by the Grant Manager.

I need to hire a student on my grant. How do I do this?

The PI makes the decision to hire a student to work on a grant project, and the Administrative Coordinator completes these transactions in Ball State’s systems to set this up.  

I need to travel on my grant. How do I do this?

PIs work with Administrative Coordinators to create a pre-approval (PA) in Chrome River for all travelers individually.

How does BSU receive the funds for my grant?

As PI, you do not need to worry about this. The Grant Manager will take care of invoicing, payment requests, and drawing down of funds. If you receive a check directly from a sponsor, give it to SPA for processing.  

I need an extension. What steps do I take?

• Check with your Grant Manager at least 90 days before the end date of the project. SPA facilitates all extension requests; PIs should not contact sponsors directly.
• As PI, you may need to provide justification for an extension, as well as a plan for the work and spending during the extension period.
• Extensions are requested in increments of 6 months minimum (12 months is the recommended extension).
• Extensions are never guaranteed to be approved by the sponsor, and second extensions are rare.