The Catholic University of America

Grants and Contracts Office

The Grants and Contracts Office wants to help make administrative processes easier for researchers. However, please remember that while the principal investigator may delegate day-to-day administrative activities, the principal investigator remains responsible for the financial management of the grant or project.

Account Code Structure

  • Complete accounting chartfield is needed for:
    • Check requests
    • Travel reimbursement forms
    • Scholarship forms
    • Appointment forms and all other hiring forms
    • Account transfer requests
    • Other expense forms
  • Chartfield information is now on "1grant" report.
  • For grants, the full chartfield remains constant except the account number

Complete chart field

2000 - 26 - 363248 - GEN - GVSPR NASA12946
Account   Fund   Organization   Program   Sub-Class Project
  • All fields needed for all grant transactions
    • Account
      • Broad expense categories
      • Occasionally may use an asset or liability account if requested by the accounting office
    • Fund
      • Usually "26" - Sponsored Research Grants.
        Some grants are "27"- Sponsored Training/Other Grants
      • Grants and Contracts Office assigns fund number for DEPTID when documentation from the new award/award increment is received from Office for Sponsored Programs
    • Organization
      • Cost Centers - One for each project
      • First three digits define the department that controls the cost center
      • Fourth digit is 2 for grants and contracts
  • Fields needed for most University Transactions
    • Program
      • Further detail for departmental use (most grants only use GEN except VSL )
    • Sub Class
      • Used for grants to track type of sponsor (i.e. GVSPR = government sponsored research; NGSPR = non-government sponsored research)
    • Project
      • Code used for sponsored or facilities projects
      • Begins with agency identifier

Transfers & Budgets

  • Expense transfers from one DEPTID to another: If one of the DEPTID is a grant, send an email to Director of Grants and Contacts, including:
    • Chartfields for source and destination DEPTIDs
    • Reason for transfer
    • Must be approved by DEPTID PI
  • Cannot go over budget sub-category total (i.e. Z100 = Salaries and Wages; Z401 = supplies and general)
  • Projects will show a deficit within sub-categories in individual account lines - This is OK
  • Can request transfer between budget categories if allowed by sponsor:
    • Send email to Director of Grants and Contracts and request transfer
    • PI must request or approve transfer
  • Proactively managing budget sub-categories saves time in expense processing
  • Transfer impact on F&A and fringe budgets must also be considered


  • Exempt payrolls on last business day of each month
  • Non-exempt payroll on 15th and 25th (or business day before) of each month
  • For non-exempt employees - approved time-sheets are due to payroll as soon as the pay period ends
  • For exempt employees - approved leave reports are due on the 3rd business day after the end of each month
  • Time-sheets and hiring paperwork must be turned in by appropriate deadlines or employee will not be paid.
  • Off-cycle payroll checks are only cut when:
    • Involuntary employment termination
    • Administrative Payroll or Human Resources processing errors
    • Direct deposit errors
    • Salary advances
    • Lot or stolen checks

Ways to Facilitate Processing

  • Be familiar with University policies, including:
  • Regular budget monitoring
    • Budget exceptions and transfers delay processing
  • Submit hiring forms and procurement statements as soon as possible
  • Monitor projects end dates
    • Project end dates now on "1grant" report
    • Expenditures can only be made/obligated before projects end date
    • All expenditures must be processes before closeout date
  • Plan ahead - due to limited staffing, the Grants and Contracts Office may need time to find your answer/process your request

Points of Contact