Administrative Resources

    Contact a Grant Manager  Resources Folder

Forms

Cost Transfer Justification Form (download a copy first)

Food Authorization Form (download a copy first)

Engaging Independent Contractors on Sponsored Projects

View Policy

Definitions
Independent Contractors (ICs) are individuals, organizations, or businesses that provide a service, and who are not employees of the University. Please note:

  • External invited speakers, consultants, workshop facilitators, and program valuators are all examples of ICs.
  • University employees, even when they are being paid extra compensation for performing duties outside of their job descriptions, are NOT ICs.
    • Former University employees are NOT able to be considered ICs in a calendar year during which they were paid via payroll. Stated another way, any person that has been paid as a University employee within the current calendar year (1/1/20XX-12/31/20XX) is NOT an IC.

Requirements
All ICs require a templated invoice for payments. Invoices are available in the resources folder or by contacting your Grant Manager.

Agreements for ICs are required only when one or more of the criteria below are true:

  • The IC is working with minors, i.e., people under the age of eighteen (18), regardless of the amount they are being paid
  • The amount being paid to the IC for services is $15,000 or greater
  • The work the IC is providing will occur outside of the United States, regardless of the amount they are being paid
  • The IC is a non-U.S. person, regardless of the amount they are being paid
    •  A U.S. person is a citizen, a green card holder, a permanent resident, or someone with official refugee status
    • A non-U.S. person is someone who is in the U.S. on a visa of any kind

Are you unsure of if an agreement is required, which agreement ot use, or which invoice template to use? Use our IC tool below for help!

IC Tool

Resources Available to You
The following information is available to you in our resources folder.

  • IC Policy
  • Detailed Procedures Document
  • Templated Invoices
  • Agreement Templates
  • Annotated Examples of Invoices and Templates
  • Common Items to Review on W-9s

Unit Level Training in Research Administration for Staff (ULTRAS) is a professional development program provided by Sponsored Projects Administration. This program provides live and on-demand trainings through the University's Workday Learning platform, as well as the ULTRAS Passport program which offers an opportunity for administrative staff employees to earn RIA funds. Explore below to learn more!

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.