Administrative Resources

                                                                                                                                                                      Contact a Grant Manager

Agreement Templates for Working with Independent Contractors

Udemy Training Dates

These sessions provide targeted training opportunities, SPA support, and Q&A sessions for staff members who work alongside SPA Grant Managers and faculty members in the administration of sponsored projects. To sign up for a session, visit the Learning and Development Calendar, click on your desired session date, and select "Register Here".

Upcoming ULTRAS sessions:

Session

Date & Time

Preparing for New Academic Year

 Thursday, July 16 at 2pm

Paying Independent Contractors on Grants

 Thursday, August 20 at 10am

Finding Information About Grants: Reading Reports of Grant Expenses

Thursday, September 24 at 2pm

Finding Information About Grants: Cayuse 4.0

 Thursday, October 15 at 10am

Admin Training Week Debrief

 Tuesday, November 17 at 2pm

Moving Expenses onto Grants

 Wednesday, January 20 at 10am

Finding Information About Grants: Using SSB

 Thursday, February 18 at 2pm

Travel Expenses on Grants

 Tuesday, March 16 at 1pm

Paying Research Subjects on Grants

 Wednesday, April 21 at 10am

Preparing for Summer

 Thursday, May 20 at 2pm

 

We know that questions will arise during the administration of a grant. Feel free to reach out to your Grant Manager, but we've also compiled a list of questions we have commonly received from administrative staff below.

Administrative FAQ List (.docx)

Argos Report Simple Guide (PDF) 

Independent Contractor procedures for Administrative Staff (.docx)

 PCARD Monthly Transaction Log (.xlsx)

JP Morgan Smart Data Directions for Grants (.docx)

Procedure for Research Subject Incentives (.docx)

JAGGAER Purchasing Guide (PDF)

Procedures for Tango Cards (download)

Ball State Travel - Mileage Reimbursement Policy 

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 in the FOAPAL for grants. 

  • F: The Fund code will be a unique number associated with your grant, and it will begin with 2.  

  • O: The Organization code will be your department’s number 

  • A: The Account code represents each specific expense (i.e. Supplies, Supplemental Compensation, etc.). 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. 

  • P: The Program Code denotes the TYPE of project it is. Grants are almost always one of these three program codes 

  • 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 L is not used in sponsored projects.