SIUC Accounting Services

A grant account is established to record all financial activity of an externally funded award. The fiscal officer is responsible for ensuring that all transactions post to the account in a timely manner. Within the Grant & Contract Accounting (GCA) office an accountant is assigned the responsibility of monitoring the financial activity, preparing required financial reports, and assisting the fiscal officer with other financial matters.

Grant accounts are assigned by college or area of responsibility (see the Grant Directory). A Grant Accounts listing can be accessed to view general information related to the individual awards. This listing includes: the budget purpose number, FAS number, account title, fiscal officer, start date, end date, and grant accountant.

Name	Colleges/Responsibilities

Tally, Jeff	Administration of Financial & Compliance Aspects of
Manager	Grants & Contracts
618-536-2610
jtally@siu.edu

Castle, Shirley	Supervisor, Grant & Contract Accounting
Accountant	Establishment of New Accounts
618-536-2646	Cost Share Reporting
scastle@siu.edu

Jacobs, Sandy	Data Entry
OSS
618-536-2631
sjacobs@siu.edu

Farrar, Shelley	Division of Continuing Education (Unit 20900 - 20909)
Accountant	College of Mass Com. and Media Arts (Unit 20800 - 20849)
618-536-2615	College of Science (Unit 20850 - 20899)
sfarrar@siu.edu

Harbert, Lynn	College of Liberal Arts (Unit 20650 - 20799)
Accountant	Exec. Dir. of Admin. (Unit 23000 - 23499)
618-536-2641	School of Medicine-Carbondale
lharbert@siu.edu

King, Kay	College of Applied Sciences and Arts (Unit 20450 - 20499)
Accountant	College of Bus. and Admin. (Unit 20500 - 20549)
618-536-2642	Library (Unit 21050 - 21069)
lkking@siu.edu	Public Policy Institute (Unit 21180 - 21181)
	Vice Chancellor for Student Affairs (Unit 22000 - 22999)
	Vice Chancellor for Research (Unit 26000 - 26999)

Miller, Debbie	Office of the Chancellor (Unit 20001 - 20099)
Accountant	College of Agriculture (Unit 20400 - 20449)
618-536-2648	School of Law (Unit 21100 - 21149)
debmill@siu.edu	University Press (Unit 21150 - 21151)
	Exec. Dir. of Finance (Unit 23500 - 23799)

Otto, Jim	College of Edu. And Human Serv. (Unit 20550 - 20599)
Accountant	College of Engineering (Unit 20600 - 20649)
618-453-3601
jotto@siu.edu

Grant agreement and agency guidelines dictate the type, format, and frequency of financial reporting. The two most common types of financial reporting are invoices and expenditure reports. Invoices are a request for cash for actual expenses to the award or can be done according a payment schedule set up by the agency. Expenditure reports are a statement of expenses incurred during a specific period of time. Frequency of required reporting can be monthly, quarterly, semi-annually, annually, or a final statement of total expenses. Reporting of cost share may or may not be required, refer to the grant agreement and agency guidelines for guidance on its inclusion.

Cost sharing refers to the resources contributed or allocated by the University to an extramurally sponsored project, over and above the support provided by the sponsor. The University shares the cost of these projects in order to support and enhance its institutional research mission.
Typical University cost sharing consists of released time for faculty and other employees, related fringe benefits, and Facilities and Administrative Costs. Released time is accumulated through the monthly Certification of Time Record form.
If cost sharing commitments are not met, a portion of grant funds may have to be returned to the sponsoring agency.
It is important to remember that the tracking, reporting and certifying of cost sharing are subject to audit. Cost sharing represents real costs to the University.

Occasionally expenses may be incorrectly posted to a grant account. If it is determined that a transaction has posted incorrectly, the fiscal officer/delegate should do one of the following:

P-Card corrections - complete the P-Card Correction form and forward it to Grant & Contract Accounting.
AP Voucher corrections - complete the Request for Adjustment to the General Ledger form and submit via email to Accounts Payable.
Payroll corrections - complete the Retroactive Account Adjustment (RAA) form and forward to Payroll.
Service Department Billing corrections - contact the Service Department to have the charges corrected.

ORDA

GCA

Process initial proposal to funding agency.
Modify and negotiate changes to existing agreements.
Identify cost sharing sources as an official part of agreement.

Establish new accounts when proposal is successfully funded.
Update budgets and internal databases as agreements are amended.
Accumulate cost sharing as required per agreement and federal regulations.

ORDA

Federal Agencies

Defense Dept.:

State Agencies