Expenditures - Grant and Contract Accounting

 

All expenditures must be made in accordance with the policies and procedures of the University of Washington, as published in the University Policy Directory, and Grants Information Memorandum. In addition, applicable federal and sponsor rules and regulations must be followed.

Approval

Requisitions, invoices, and payroll documents must be approved by the Principal Investigator, department chair, or other persons authorized in writing by the Principal Investigator. A memo delegating signature authority must be on file at the unit level where sponsored project administrative/budget responsibility resides (see Signature Authority, Delegation of). Separate forms delegating signature authority for payroll transactions are available from the Payroll department at Box 359555. Completed forms must be submitted promptly to the Payroll department upon receipt of a new budget number.

Salaries and wages

Instructions for the preparation of Payroll/Personnel forms are detailed in the Online Payroll Update System (OPUS). Appointments which extend beyond the expiration date of the grant/contract are not authorized. Grant and Contract Certification Reports must be reviewed and signed promptly by responsible persons with suitable means of verification that the work was performed and retained within the department.

Materials, supplies, travel

Procurement Services  and Travel Office are available to assist with these matters. 

Printing Dept and Physical Plant charges

Creative Communications and Facilities Services are available to assist with these matters. 

Telecommunications Services

See the UW Tech website for information on these services.

Acquisition of Computer Equipment

Data processing and computing equipment must be ordered through the UW Procurement Services.

Food and/or beverage

In the general conduct of UW activities, the purchase of food and/or beverage is not permitted. A listing of budget numbers where food purchase has been approved (by the sponsor/donor) is maintained by the Grant and Contract Accounting office. To secure approval to add a budget to this list, departments should address a memorandum to the Director of Grant and Contract Accounting explaining the purpose for which the budget will expend funds for food and/or non-alcoholic beverages and referencing specific line item approval or donor intent.

See Food approval process for details.

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