Research Grants Purchasing & Reimbursements

Are there guidelines for making purchases using grant funds?

All purchases using University funds must comply with the University's Purchasing Policy. Some important highlights are listed below. If you have questions or need assistance making purchases, please contact Jimmy Davis or David Brewer in Business Services.

• The Purchasing website contains helpful resources, including purchasing forms, travel resources, and information about buying cooperatives. 
• All purchases are tax-exempt. Tax-exempt forms can be found on the Purchasing website.
  
• Non-travel related transactions at or above $2,000 must be approved by the Division Manager or their designee and the Chief Financial Officer prior to the purchase. To request CFO approval, either create a purchase order (see Purchasing Process) or use the request for CFO approval form.  
• All animal purchases must be approved prior to purchase in writing by the Director of Risk Management.
  
• All hazardous materials must be approved prior to purchase in writing by the Director of Risk Management.
  
• All contracts (including leases) must comply with the University's Contract Policy.
• All technology projects must comply with the University's Policy of Technology Projects. All technology purchases (excluding computer mice and keyboards purchased through the Purchasing Office) must be made through Library and Information Technology Services (LITS). This includes software, hardware, and technology consultant agreements. 
• New vendors will be required to submit a W9 and Federal Tax ID Number. Please contact the
  Purchasing Office or Accounts Payable for assistance.

IS THERE A WAY TO MAKe TAX-EXEMPT PURCHASES USING MY GRANT FUNDS? 

Yes. All purchases should be tax-exempt! You can find tax-exempt forms for different states, as well as a local vendor "quick exempt" card, at this web page: https://new.sewanee.edu/offices/university-offices/business-services/purchasing/tax-exempt-forms/.

I HAVE A UNIVERSITY PCARD. can i use it to make purchaSes? 

Yes. If you have a p-card you can use it to make grant-related purchases. All purchases must comply with the University's Purchasing Card Policy. Using a p-card will require completing an expense report through Emburse (formerly Chrome River). When completing your expense report, please use Faculty Research Grants 232232. 

I'VE HEARD THERE ARE STRICT DEADLINES AND REQUIREMENTS FOR SUBMITTING REIMBURSEMENT REQUESTS. IS THAT TRUE?

Yes! Please be aware that if you miss the deadline for submitting your reimbursement request, the funds reserved for your project may no longer be available for your use.

Requests for reimbursement must be submitted using Emburse Enterprise (formerly Chrome River), as outlined in the University of the South Purchasing Policy. Emburse reports should be completed accurately and completely, and submitted no later than June 30 of the fiscal year in which purchases were made. Please include the project title used in your original application in the report description. Receipts should contain all relevant information, including vendor names, dates, itemization of expenses, totals, and payment method. You may wait to complete one reimbursement request at the end of the fiscal year in which purchases were made, or you may complete multiple reports over the span of your project to avoid carrying a balance on your personal card or account.

Receipts for all meals and incidental expenses are required for reimbursement; however, the University Research Grants Committee will not reimburse more than the GSA standard rate of $68/day (the first and last days of travel will be reimbursed at $51/day).

Reimbursement requests for expenses that were not included in the original proposal may be denied. If changes to the budget need to be made after the grant has been awarded, please contact the URG for approval.