Grants Overview and Process
Grant Setup in Workday
All funds awarded to Coppin State University through grants and contracts require a University Workday Grant ID Number. The Workday Grant ID Number is essential because it allows for faculty and staff to be paid, materials to be purchased and related expenses to be reimbursed.
Project Directors/Managers seeking to obtain a University Workday Grant ID Number for an awarded grant or contract for their respective departments, projects, institutions or programs must notify the Grants and Contracts Office. The process normally takes about 5 business days to be set up in the University’s accounting/budget system.
When requesting a Workday Grant ID Number for a grant or contract, the Project Director/Manager should do the following:
- Notify the Grants and Contracts Office of the grant and/or contract award by email, phone, or in-person meeting.
- Send a hard copy of the Award Notification to the Grants and Contracts Office within 24 hours of notification.
- Submit a completed Request for Department/Project ID Form to the Grants and Contracts Office.
- On the Form, designate a project responsible person, project requester, project approver and their alternates.
- Attach all documentation that clearly explains the terms and requirements for the grant or contract.
- Indicate whether the Grant is full Federal support or has a provision for In-Kind Contributions (highlight this in grant/contract documentation).
- Submit a Project Budget. The Grants and Contracts Office can assist with the preparation of all budgets required for the Project, if necessary.
- Upon submission of the completed Request for Department/Project ID Form and required documentation, a Workday Project ID number will be assigned.
- A Workday Grant ID cannot be assigned until all documentation has been submitted to the Grants and Contracts Office.
The Grants and Contracts Office should be notified and kept abreast of any requests that will alter the grant or contract. Additionally, any interim and or final reports should be reviewed by the Grants and Contracts Office staff before the information is submitted to the Grantor.
General Information
Once a grant is awarded a copy of the documentation should be forwarded to the Grants and Contract Office.
Any interim and/or final reports should be reviewed by the Grants and Contracts Office before the information is submitted to the Grantor.
For budget and/or financial inquiries please contact the Department of Grants and Contracts.
All materials and correspondence related to grants must be sent to [email protected].
New Grants Process
To establish a Grant ID in Workday, complete a Project ID Create Form and include the project budget. Attach the Grant Award Letter to your completed form and send two copies of all documentation to [email protected].
Once the Workday Grant ID Create Form has been completed and reviewed, the Controller’s Office will assign a Grant ID number. After assignment, the Principal Investigator and all relevant parties will be notified via email by the Grants and Contracts Office.
Reimbursement and travel expenses are charged to the grant in Workday. A Spend Authorization and Expense Report must be completed on behalf of the individual requesting reimbursement.
Current Grants Process
No. You must specify on your requisitions, purchase orders, travel requests, transaction reports, etc., the Grant ID to which expenses should be charged.
Contact Grants and Contracts for information on any project here at Coppin.
Typically the P.I. Project Investigator/ responsible person files the needed reports for (grants) projects however all financial reports must be reviewed by Grants and Contracts before submittal to the Grantor.
Contact Grants and Contracts for a budget analysis report of your project. If expenses have been incurred most likely funds can be drawn down or invoiced for. Otherwise the project might be prepaid.
Expiring Grant Process
No, if expenses have not hit and will not be charged to the project within 30 days from the project end date a drawdown is not possible. Please contact Grants and Contracts for more information regarding funds available on an expired or soon to expire grant.
Please contact Grants and Contracts for details. If the award is prepaid and funds are still available and have not been requested back by the grantor yes you may within 30 days of the expired grant.
Please contact Grants and Contracts for details.
Typically the P.I. Project Investigator (P.I.I) or responsible person files the needed reports for (grants) projects. However all financial reports must be reviewed by Grants and Contracts before submittal to the Grantor.