Updates

June 10, 2022

The IRS announced that as of July 1 the reimbursable mileage rate for The State of Alabama will increase to 62 cents per mile. (Mileage Rates – Alabama Department of Finance – State Comptroller's Office)

New In State and Out of State Travel Forms for 2022, reflecting this rate change, have been posted and should be used for any grant travel occurring July 1, 2022 - December 31, 2022. The 2022 forms for travel prior to 7/1/22 are still posted and should be used for requesting reimbursement for travel occurring prior to July 1, 2022. 

 

January 4, 2022

The State of Alabama mileage rate effective January 1, 2022 is 58.5 cents per mile. (State of Alabama mileage rates) 

New In State and Out of State Travel Forms for 2022, reflecting this rate change, have been posted and should be used for any grant travel occurring January 1, 2022 - December 31, 2022. The 2021 forms are still posted and should be used for requesting reimbursement for travel occurring prior to January 1, 2022. The 2021 forms will only be available through March 2022.

New In State and Out of State Travel Forms for 2022, reflecting this rate change, have been posted and should be used for any grant travel occurring January 1, 2022 - December 31, 2022. The 2021 forms are still posted and should be used for requesting reimbursement for travel occurring prior to January 1, 2022. The 2021 forms will only be available through March 2022.

 

September 1, 2021

This is a reminder to everyone who manages a grant/contract to please submit your requests for payment incurred in fiscal year 2020 by October 8, 2021. This includes payment requisitions, travel reimbursement, and invoices associated with purchase orders. This request applies to all grant/contract expenditures even if your funding does not end on 9/30/2021. All 2021 expenditures need to be charged to the 2021 grant award period. All agencies require that this quarter’s reporting be submitted by October 31, 2021. If you have any questions, please do not hesitate to call us at ext. 4273. Thanks so much for all of your help during this busy time.

 

August 27, 2021

Business Office Presentation PowerPoint has been added to the forms tab. This PowerPoint was used in the campus presentations that we recently held for various areas across campus. It includes tips and reminders on some Business Office processes and procedures as well as the newly implemented workflow for consultant agreements.  

January 20, 2021

grants-contracts/steps-to-complete-consultant-agreement.docx

Steps to Complete Consultant Agreement 

  • Submit a purchase requisition for the amount of the agreement – You will be asked to provide the requisition number in the workflow – forward this requisition to the Purchasing department at this point.

 Create the workflow 

  • Information provided by submitter will fill in agreement
  • Last question of the workflow- submitter’s email – then hit submit
  • Submitter will receive an email from UNA Purchasing, Grants, Contracts
  • Click to open and review
  • Attach CV/Resume
  • Submit
  • Agreement is sent to consultant for signature and additional documentation
  • Consultant will review/attach documentation/sign
  • Agreement is sent to PI to review/sign
  • Agreement is sent to OGCA to review/initial
  • Agreement is sent to Assistant to VPBFA to review/initial
  • Agreement is sent to VPBFA to sign
  • Agreement is sent to Purchasing department to link with the purchase requisition created in step 1
  • If all required documentation is attached – requisition is processed to purchase order
If you have any questions please contact the Office of Grants and Contracts Accounting.

 

January 11, 2021

The State of Alabama mileage rate effective January 1, 2021 is 56 cents per mile. (State of Alabama mileage rates)

New In State and Out of State Travel Forms for 2021, reflecting this rate change, have been posted and should be used for any grant travel occurring January 1, 2021 - December 31, 2021. The 2020 forms are still posted and should be used for requesting reimbursement for travel occurring prior to January 1, 2021. The 2020 forms will only be available through March 2021.

 

If you have any questions please contact the Office of Grants and Contracts Accounting.

August 12, 2020

Effective August 14, 2020, the Contractor/Consultant Agreement Form has been replaced by a simplified set of electronic transaction-specific request processes.  Therefore no more paper forms will be accepted.  To access the appropriate transaction link for a GRANT-SPONSORED agreement form, please reference forms from the toolbar.

July 23, 2020

Updated Stipend/Personnel Payment Request Process

Due to changes in the Human Resources process for submitting personnel payment request, we have updated the OGCA process for submitting such payments. Please visit our Post-award Finance Processes and Procedures page and read the updated process under Employee Stipend Requests section.

As always, if you have any questions please contact the Office of Grants and Contracts Accounting

May 12, 2020

New Office Operations

The Office of Grants & Contracts Accounting is now physically back on campus, however in order to adhere to University recommendations to minimize face to face interactions and practice social distancing, we ask that you continue to submit paperwork electronically or via campus mail and correspond with us through email or phone call. In the event that it is not feasible to submit paperwork in one of the preferred methods please contact us to schedule a time for drop off. We will also continue to accept electronic signatures at this time (please see tips and instructions in the March 31, 2020 update). In the event that a meeting is needed we will do so via Zoom or conference call. Additionally if OGCA has anything hardcopy that we need to return to you we will do so via campus mail or electronically as well.

As always, if you have any questions please contact the Office of Grants and Contracts Accounting

March 31, 2020

Transmitting forms/requisitions during Remote/Alternate Operations response to COVID-19

Due to offices operating remotely during this time, instead of submitting paperwork, forms, and requisitions via campus mail or in person, please utilize an electronic signature/email process as described below:

1) Download and complete the appropriate form and save to your computer. (PDF forms will need to be saved to computer and can be completed in Adobe. For forms in a format other than PDF, please Save As PDF after filling out the form.)

2) Apply an electronic signature

3) Attach the PDF form with your electronic signature to an email, along with file uploads, scans, PDFs, or pictures of the associated backup. **Make sure to keep originals of your backup as you may be asked to provide these once we are back on campus.**

4) Send via email following the same approval chain you would use for a hard copy, with each approver applying an electronic signature.

If you have any questions please contact the Office of Grants and Contracts Accounting.

February 7, 2020

Indirect Cost (if applicable) on awards will be automatically allocated to the home department of the grant at the termination of the award as part of the closeout procedures.  The home department for the grant is established by the Org number assigned to the grant fund number during the pre-award process.

January 9, 2020

The State of Alabama mileage rate effective January 1, 2020 is 57.5 cents per mile. (State of Alabama mileage rates)

New In State and Out of State Travel Forms for 2020, reflecting this rate change, have been posted and should be used for any grant travel occurring January 1, 2020 - December 31, 2020. The 2019 forms are still posted and should be used for requesting reimbursement for travel occurring prior to January 1, 2020. The 2019 forms will only be available through March 2020.

 

If you have any questions please contact the Office of Grants and Contracts Accounting.