Administering a Grant Award
Payroll Procedures
Please refer to this page for all AU and WCL related payroll procedures.
Reimbursement Procedures
All grants should follow established AU and WCL procedures cited on this page.
Web Voucher
AU is running a trial program to enter travel expenses, reimbursement, and cash advances through your my.american.edu portal under the finance heading.
Reimbursement Reference Sheet
Cash Advance Reference Sheet
Travel Expense Reference Sheet
Commonly Used Object Codes
Every grant is assigned a separate budget code.
This code is made up of a Fund # (XX), Unit # (XXXXXX), Object Code (XXXXX), and Project # (XXXXX).
The object code will change depending on your purchase. Please refer to your project brief for object codes to use on your specific grant.
Journal Entries (JEs)
JEs are used to move charges from one account to another. These are helpful if moving from an operating budget to a grant specific budget.
Please use the form below for all JEs. This form must be submitted by email with a copy of your XEX2 screen and scanned receipts/backup documentation to grantadmin@wcl.american.edu
JE Template (MS Excel File)
Hiring a Consultant
Please complete this form and submit to OSP to generate a consultant agreement.
Consultant Agreement Request Form (MS Word File)
IRS Mileage Rate
Please use the standard IRS Mileage rate for submitting travel reimbursements.
AU Policy Statements
Answer the questions: What and Who can I reimburse?
XGAR Screen Reference Sheet
The XGAR screen in datatel is a useful tool for tracking your grant expenditures. It is a good idea to run your grant XGAR screen periodically to ensure that all purchases are "hitting the books." This screen is also helpful when you are reviewing financial reports to submit to your funder.
XGAR Reference Sheet
XEX Screen Reference Sheets Budget Reports
XEX screens are used to check budget and expenditures on your grant. Please see the quick reference sheets below.
XEX1 - provides detail for one account number (MS Word File)
XEX2 - provides totals by object code for one project (MS Word File)
XEX3 - provides reports on all projects, one project per page (MS Word File)
Inviting International Lawyers and Scholars
Many projects invite internationl lawyers, scholars, and judges to take part in research, conferences, and other joint projects. Please visit the links below for information on inviting international scholars to WCL. You can also email questions to Hilary Lappin, J-1 Visa Coordinator at hlappin@wcl.american.edu
Overview of J-1 Visitor Exchange Program & Categories
Inviting J-1 Scholars to WCL
International Student and Scholar Services at AU
What do I do if I have trouble printing from or accessing Datatel?
Click here to submit a trouble-ticket.
How can I get trained on Datatel and Purchasing?
Click here for access to main campus technology training schedule and to sign up for classes.
What if the information I need is not on this page?
Send an email to grantadmin@wcl.american.edu with any questions.
Other Helpful Resources
SPIN/SMARTS Database
Principal Investigators Handbook
Proposal Routing Form (to send to OSP before any proposal is submitted)
Office of Sponsored Programs Web site
WCL Office of Finance
