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Grants and Contracts Accounting

Summary
The University of Hartford receives funding for various research, consulting, and services from a variety of sponsors, including federal, state and private organizations. If a member of the University of Hartford community is going to submit a proposal to an organization for funding, he/she should work with the Office of Sponsored Programs ("OSP") to be sure that all submissions are accurate. Once an award has been received, the post-award management of grant financial activity is managed by Financial Accounting Services (“FAS”).

Post-Award Management

Once a principal investigator (“PI”) is notified from a funder that he/she has been awarded funding, they should contact OSP.  OSP will then notify FAS and request that a new grant fund be created by the Senior Financial Accountant.  The Senior Financial Accountant will review the budget restrictions, reporting requirements, and time frame of the project along with the terms of the grant.  A grant fund, a six-digit fund number beginning with a “3," will be assigned to each award in the Banner system.

Once a fund number is assigned, the PI can work closely with the Senior Financial Accountant with any questions regarding spending the award, making changes to the original budget, and reporting to the funder, etc.  It is the PI’s responsibility to ensure that all expenses charged to the grant are allowable within the funder’s guidelines.  The Senior Financial Accountant will review all charges that are submitted for payment to be sure that they are reasonable and within the approved budget.

Any changes to an awarded budget must be authorized by both the PI and OSP prior to submitting to FAS for review.  All invoicing to a funder and financial reporting will be prepared by the Senior Financial Accountant and reviewed and authorized by the Assistant Director of Financial Accounting.

Each PI should develop a grants management system (“GMS”) for their awards.  The GMS should contain grant materials for easy reference, including contracts, rosters, budget changes, reports to funders, invoices, etc.  At the start of a new award, PI’s would benefit from meeting with the Senior Financial Accountant to go over creating a GMS, their budget, reporting requirements, and any other questions they may have.

Upcoming Training Workshops

TBD

Helpful Links

IPSR Website
                                     
Forms
Policies


Contacts:      
Kiku Ichihara
Grants and Restricted Funds Accountant
ichihara@hartford.edu
860.768.4664

Elaine Daly
Assistant Director, FAS
edaly@hartford.edu

860.768.4652

Kristin Geshel
Grants & Contracts Officer
geshel@hartford.edu
860.768.5939

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