University of Richmond

Faculty Research Awards - Reporting Procedures

All recipients of awards in A&S must complete two reports annually throughout the term of the grant:  a Progress/Results Report and a Financial Report.  In the case of travel grants, faculty may choose to combine a results and financial report in one document.  Recipients of Summer Fellowships who choose a stipend instead of a professional development fund are exempt from filing a financial report.  Reports for travel grants must be filed no later than 30 days after the travel date; reports for research grants must be filed no later than 30 days after the deadline of research grant. 

  1. A Progress/Results Report must be submitted to the Chair of the Faculty Research Committee, the Associate Dean for Research Support, and the Office of Foundation, Corporate & Government Relations.  This report documents the scholarly, creative outcomes derived from the grant support.
  2. A Financial Report must be filed with the A&S Dean’s Office (Kathy Hoke, Associate Dean for Research Support). The financial statement should indicate expenditures in standard categories. The main purpose of this report is to have in one place a summary of how the funds were spent.  In the case of a travel grant, if only one reimbursement form is being submitted, a copy of the Travel & Expense form will suffice.

Important:  For travel grants requiring matching funds, please show the matching funds Financial Report.

Reimbursement and Payment Procedures

  1. Documentation: All requests for reimbursements, including travel, require appropriate supporting documentation and an approval signature from the Associate Dean for Research support in  the A & S Deans Office (Kathy Hoke).  Original receipts must accompany the form and be taped to an 8 ½ x 11 sheet of paper.  Note:  Accounts Payable will not accept receipts that are more than 90 days old.  Forms and disbursements information are available from the Accounting Office.  
  2. Travel:  All reimbursements for travel must be submitted on the travel/expense report available in BannerWeb.  The Accounting Office will notify grant recipients of the index and account code.  This account number must be included on the travel/expense report.
  3. Research/Summer Fellowships: (The following applies to faculty with research grants and faculty who choose “professional development fund” instead of “stipend.” Stipends are paid through the Payroll Office.)  The Accounting Office will notify grant recipients of their index and account code.

For payments made directly to the vendor, the faculty grant holder supplies the code and sends the invoice to Accounts Payable.

Departmental purchasing cards may be used to purchase supplies and other appropriate items for a research grant provided that those items are charged properly through Banner (i.e., to the research grant index), and that the chair approves payment for the card charge. Records of such purchases should be maintained within the department office until the annual financial reports are filed and accepted.
 
A copy of the publication resulting from research shall be deposited in the University Library without cost to the University.
 
At the end of the summer, all recipients of Faculty Summer Research Fellowships will certify in writing to the Vice President for Business and Finance that they have not engaged in teaching or other gainful employment during the summer period of the fellowship except to the extend permitted in accordance with this statement (see II.D.)