Skip to main content.
Academic Affairs Home > Faculty Grants > Faculty Research Grants > General Regulations Applying to All UMW grants

 

GENERAL REGULATIONS APPLYING TO ALL UMW GRANTS

Revised JUNE 2009
DOWNLOAD the General Regulations Applying to All UMW Grants.

• Apply for supplemental funds in the time period in which the proposed project activity will occur. For activities occurring between September 16 and December 31, use the Fall application period; between January 1 and May 31, use the Spring application period; between June 1 and September 15, use the Summer application period. If a proposed project overlaps funding periods, apply for funding in the period in which the project will conclude.

• If the project funding involves travel, a pre-approval form for overnight travel must be filled out and signed by the Associate Vice President for Academic Affairs before the trip occurs. The President’s signature is required for international travel. Use the most current version of the “Request for Overnight Travel” form (the one having the section for FUND, ORG, ACCOUNT, PROGRAM codes) and follow all instructions. Travel requests submitted on outdated forms will be returned to sender.

• Please note: if more than three EMPLOYEES plan to attend the same conference (whether it’s overnight OR a day trip only), documented approval by the appropriate Senior Staff Member or President IN ADVANCE is required.

• Commonwealth travel regulations (business meals, per diem limits, accommodation limits, etc.) are strictly applied to all internal grants. You must adhere to these regulations and requirements when submitting requests for travel reimbursements. Also, you must use the current Travel Reimbursement Voucher (the one with the section FUND, ORG, ACCOUNT, PROGRAM codes) and follow all instructions if you want to avoid delays in being reimbursed. Reimbursement requests submitted on outdated forms will be returned to sender.

• When traveling by air or other common carrier, remember to complete the cost benefit analysis section on the “Request for Overnight Travel” form to demonstrate that you tried to get the best deal.

• The “Request for Overnight Travel” form must be signed by all parties required BEFORE any purchases are made with respect to the travel indicated on the form. Any purchases made by the traveler that are prior to the date of the approving signatures on the “Request for Overnight Travel” form will not be reimbursed. In cases where a purchase was made via the GE MasterCard, those charges will not be charged to the indicated University budget if the purchase was made prior to the date of the approving signatures on the overnight travel form.

• Travelers may use the GE MasterCard Small Purchase Charge Card or personal credit cards to purchase tickets. For purchases made by a personal credit card, reimbursement will NOT occur until after the travel has taken place. Contact the Accounts Payable Office (extension 1224) for additional details regarding travel policies. Arrangements that do not follow established travel management procedures usually are not reimbursed.

• If travel services are purchased using the Internet, you must submit the printed receipt showing total cost and confirmed service ALONG with Airline confirmation (the boarding pass or ticket stub) of the type of ticket purchased (e.g. coach,). If the ticket was purchased using the GE MasterCard Small Purchase Charge Card, the boarding pass must be attached to the GE MasterCard log after the traveler returns.

• All financial transactions to be charged against the grant, including travel vouchers and reimbursement requests, need the signature of the Associate Vice President for Academic Affairs on the requisite payment or purchase (unless another party has been designated as the authorized signer). Original receipts to support reimbursement requests, regardless of the source of funds or type of expenditure, must be submitted with the payment request. Hotel receipts/statements must reflect a $0.00 balance due and must also show the complete address of the hotel.

• Be sure to use the appropriate Banner budget numbers (Fund, Org, Account, and Program) on any and all financial transaction forms (e.g. Travel Reimbursement Vouchers). The requisite numbers will be provided in the grant award letters when grants are made. Failure to follow this procedure will result in your reimbursement being delayed.

• All purchases of goods and services must follow Commonwealth and University regulations, such as using mandatory sources and observing bidding requirements. Contact Purchasing (extension 1127) for an explanation of the proper procedures.

• All purchases of non-consumable items made with UMW grant funds (such as equipment, software, books, DVDs, and the like) are the property of the University of Mary Washington because they have been purchased with Commonwealth of Virginia funds. These items are not to be retained by the researcher but are instead to be turned over to the University when the grant project is completed. Contact the Academic Affairs Office for instructions regarding the appropriate disposition of any items purchased with UMW grant funds that will have a useable life after the completion of the grant-funded project.

• Grant funds must be drawn during the fiscal year for which they are awarded: none of these funds can be carried over to the next fiscal year. Failure to draw funds in timely fashion (by the deadline stated with the award of the grant) will result in the loss of the award.

• Reporting requirements are specified in the respective program descriptions. Failure to meet the program’s project reporting requirements will result in denial of funding for future applications. There are no reporting requirements for Faculty Supplemental Development Grants; however, these grants require that supporting documentation of the professional activity be submitted with the application. Failure to submit the required documentation will result in a denial of the request for funds for a Faculty Supplemental Development Grant.

• Direct questions about these general regulations to the Academic Affairs Office.