Requirements After You Receive An Award

Summer Stipend Recipients

All personnel receiving compensation, (including Summer Stipends), will be required to fill out a time and expense form. The form is designed to document the percentage of time spent on approved activities. In order to receive compensation, download the "Time and Effort/Extra Compensation" form available at www.bradley.edu/otefd, complete all required information, and attach the form to a completed requisition. Submit your completed forms to the OTEFD office (100 Heitz Hall).

The form should be submitted at the end of each month (when work has been performed during that month). The requisition should denote the individual to receive the extra compensation, the total hours worked, the rate of pay, and the total amount of extra compensation. Each employee is responsible for substantiating the hours reported on the Time and Effort Report/Extra Compensation form via a log, diary, or other method.

To compute your rate to report on the form, take gross annual salary and divide by 1,560 (for 9 month contract).

For every salary charged to the sponsor for Bradley University personnel, related fringe benefit charges must be budgeted as well. Employee benefits include such items as FICA, insurance, retirement plan contributions, etc. These amounts must be charged to the grant in relation to the salaries that are given. Fringe benefits are currently calculated at 24% for Full-time employee wages (including grants, contracts, etc.) and 10.0% for Part-time employees and extra compensation/summer and winter interims for full-time Bradley University employees. Fringe benefits are not calculated against undergraduate and graduate student salaries, and are not waived in grant proposals where they are an allowable cost.

• Example BU Requisitioin form .pdf
• Example Time and Effort/Extra Compensation form .pdf

Approval Notification Process

After the committee reviews, discusses, an approves a grant proposal, an Award Letter and a Memorandum of Agreement is mailed.

1. Review the information on the Award Letter and on the Memorandum of Agreement.
   

2. Authorize and date the Memorandum of Agreement Letter (bottom right of form).
   

3. Return form to Kim Willis, Assistant Director for OTEFD, 100 Heitz Hall.

It is important to review, authorize, and return these forms in a timely manner. Please remember that OTEFD is not able to reimburse you for any funds until these forms are completed and submitted.

If you have questions about reimbursements you may contact Kim Willis at x4118 or consult the Controller's Office Policies and Procedures. GO>

Submit Receipts/Invoices for Reimbursement

All reimbursements or payments must be conducted in a manner consistent with published University policies and with regard to state and federal laws and policies. Awardees are advised to consult the Bradley University Policies and Procedures on submitted travel reimbursements and invoices for payment. Please remember that all reimbursement requests are required to be submitted within 60 days of purchase. GO>

Conference / Workshop Reimbursements

1. Keep ALL receipts from your conference/workshop.
   

2. Write the conference/workshop title, location of travel, purpose of travel, your name, the dates of your stay on EACH receipt. If the receipt is for a meal, please designate whether it is for breakfast, lunch, or dinner. Please ensure that there is indication that all receipts/invoices have a zero balance. If an itemized receipt for meals is NOT available, please refer to the Controller's Office web site for direction. GO>

3. Create a worksheet that totals your receipts/expenses in each of the following categries:

• Materials/Supplies
• Registration
• Hotel
• Gas
• Parking
• Meals and tips
• Tolls
• Other Expenses as approved in the grant proposal

4. After organizing and justifying each of your receipts/invoices and completing a summary worksheet, submit all reimbursement information to Kim Willis, 100 Heitz Hall.

TEC, REC, Special Emphasis, and Internet2 Reimbursements & Funding

1. To order an item that has been approved in your grant proposal, simply complete a requisition and note what type of grant you have been awarded, along with the account number that has been designated. Please attach any quotes you have to the purchase request. Submit your purchasing request to Kim Willis, 100 Heitz Hall for your order to be processed.

2. If you receive an invoice that needs to be approved and paid, submit the invoice to Kim Willis, 100 Heitz Hall and specify your name, your grant type (REC, TEC, etc.), and the account number associated with your grant on the invoice.

3. As with all purchases, invoice payments, and reimbursements it is highly recommended that you consult the Bradley University Policies and Procedures to ensure the most efficient processing of your grant. GO>

4. It is your responsibility to keep accurate records of your grant account and copies of all submitted requests.

Payment of Honorariums and Stipends

Requests to pay an honorarium or stipend to an individual or a group of participants (not on Bradley payroll) must include a requisition for each honorarium and/or stipend request and a completed W-9 form (download W-9 form here).

Independent contractors must include an invoice for services provided and a total amount to be paid.