Requirements After You Receive An Award

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, 429 Jobst 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, 429 Jobst 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, 429 Jobst 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, 429 Jobst 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.

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