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Financial Services
Grants & Contracts Accounting
Policy
Procedures to establish a grant or contract with Valdosta State University Office of Financial Services.
- The process begins with writing the grant or contract. This is done with the aide of the VSU Grants and Contracts Office. http://www.valdosta.edu/ospra/
- The following form has been developed to assist with developing a budget for a grant proposal. http://www.valdosta.edu/finadmin/financial/documents/ProposalBudgetForm.xls
- Once the grant has been approved and signed by both VSU and the grantor/contractor, a signed copy will be forwarded to the Grants & Contracts Accountant by the Grants & Contracts Office.
- The Grants Accountant and the Director of the Grants Office may request a meeting or phone discussion with the PI (Principal Investigator) before a grant account is set up. After the meeting/discussion the Grants Accountant will forward the account information to the PI via email. Please download the Grant Checklist here (provides guidelines for grant management).
- A grant account will be established after receiving the completely signed contract from the grant agency (Set up will be done within a week of receiving the contract).
- Please review the following memorandum regarding important responsibilities for PIs and electronic expenditure tracking tools:
Other useful information
- Payment for food is considered a gratuity which is disallowed under state law, unless it meets the following exception: The purchase of Group Meals is allowed when employees are not on travel status or otherwise eligible for the reimbursement of meals but when employees are required to remain at work during mealtime and in emergency situations. Expenses charged to this category (account 727700) should be rare and infrequent and must be pre-approved by the University President unless the meals occur during an emergency situation. Further, these expenses will be subject to audit each year. For more in-depth details, please refer to the University System of Georgia Business Procedures Manual http://www.usg.edu/fiscal_affairs/bpm_acct/bpm-sect19.pdf section 19.7
We appreciate your assistance in this improvement effort. If you have any questions about the information above or need assistance in establishing a financial tracking system for your grant(s), please contact the Grants and Contracts Accountant at srhezeki@valdosta.edu.
If you have any questions please call or email us using the information below.
| Contact Person | Department/Position | Email Address | Ext. |
| Shanika Hezekiah | Grants and Contracts Accountant | srhezeki | 5708 |
| Barbara Gray | Director of Grants and Contracts | bhgray | 7837 |