Expenditures - Grant and Contract Accounting
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Included on this page:
All expenditures must be made in accordance with the policies and
procedures of the University of Washington, as published in the University Handbook,
Administrative Policy
Statements, and Grants Information
Memorandum. In addition, applicable federal and sponsor rules and
regulations must be followed.
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 article entitled
Signature
Authority, Delegation of). Separate forms delegating signature
authority for payroll transactions are available from the Payroll department
at Box 355655. Completed forms must be submitted promptly to the Payroll
department upon receipt of a new budget number.
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.
The Purchasing department, Central Stores,
and Travel Desk are available to assist with these matters. Please refer
to the UW Telephone Directory for telephone numbers.
Service or materials
from these departments should be ordered on their individual requisition
forms which can be obtained by contacting those departments directly.
See the Communications Technologies
website for information on these services.
Data processing and computing
equipment must be ordered through the UW Purchasing department.
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.
