Grants Overview and Process
Grant Setup in PeopleSoft
All funds awarded to Coppin State University through grants and contracts require a University PeopleSoft Project ID Number. In PeopleSoft (PS), grants and contracts are referred to as Projects. The PeopleSoft Project ID Number is essential because it allows for faculty and staff to be paid, materials to be purchased and related expenses to be reimbursed.
Project Directors/Managers seeking to obtain a University PeopleSoft Project ID Number for an awarded grant or contract for their respective departments, projects, institutions or programs must notify the Grants and Contracts Office. The process normally takes about 5 business days in order to be set up in the University’s accounting/budget system.
When requesting a PeopleSoft Project ID Number for a grant or contract, the Project Director/Manager should do the following:
- Notify the Grants and Contracts Office of the grant and/or contract award by email, phone, or an in-person meeting.
- Send a hard copy of the Award Notification to the Grants and Contracts Office within 24 hours of notification.
- Submit a completed Request for Department/Project ID Form to the Grants and Contracts Office.
- On the Form, designate a project responsible person, project requester, project approver and their alternates.
- Attach all documentation that clearly explains the terms and requirements for the grant or contract.
- Indicate whether or not the Grant is full Federal support or has a provision for In-Kind Contributions (highlight this in grant/contract documentation).
- Submit a Project Budget. The Grants and Contracts Office can assist with the preparation of all budgets required for the Project, if necessary.
- Upon submission of the completed Request for Department/Project ID Form and required documentation, a PeopleSoft Project ID number will be assigned.
A PeopleSoft Project ID cannot be assigned until all documentation has been submitted to the Grants and Contracts Office.
The Grants and Contracts Office should be notified and kept abreast of any requests that will alter the grant or contract. Additionally, any interim and or final reports should be reviewed by the Grants and Contracts Office staff before the information is submitted to the Grantor.
Once a grant is awarded a copy of the documentation should be forwarded to the Grants and Contract Department.
Any interim and or final report should be reviewed by Grants and Contracts before the information is submitted to the Grantor.
For budget and or financial inquiries please contact the Department of Grants and Contracts.
New Grants Process
Complete a Project ID Create Form, and indicate the project budget. This form should be filled with the project budget included. Attach the Grant Award Letter to your completed form and send 2 copies of all documentation to Charmaine Glass in Grants and Contracts.
After the Project ID Create Form has been filed out and reviewed, a PeopleSoft Project ID number will be assigned by the Controller’s Office. Once the PeopleSoft project Id has been assigned a request to fill form can be submitted to the controller's office for reviewing before being processed by HR.
Expenditures charged to the grant are based on the project ID that is recorded on Requisitions, Request to Fills, Stipends and P-Card distributions. Project managers control the expenses that are charged to the grant by stipulating the project ID that directly relates to their grants on all necessary forms.
Current Grants Process
No. You must stipulate on your requisitions, purchase orders, request to travels, transaction reports, etc. the project ID which expenses need to be charged to.
Contact Grants and Contracts for information on any project here at Coppin.
Typically the P.I. Project Investigator/ responsible person files the needed reports for (grants) projects however all financial reports must be reviewed by Grants and Contracts before submittal to the Grantor.
Contact Grants and Contracts for a budget analysis report of your project. If expenses have been incurred most likely funds can be drawn down or invoiced for. Otherwise the project might be prepaid.
Expiring Grant Process
No, if expenses have not hit and will not be charged to the project within 30 days from the project end date a drawdown is not possible. Please contact Grants and Contracts for more information regarding funds available on an expired or soon to expire grant.
Please contact Grants and Contracts for details. If the award is prepaid and funds are still available and have not been requested back by the grantor yes you may within 30 days of the expired grant.
Please contact Grants and Contracts for details.
Typically the P.I. Project Investigator (P.I.I) or responsible person files the needed reports for (grants) projects. However all financial reports must be reviewed by Grants and Contracts before submittal to the Grantor.