Grant Post-Award Administration
While Grants and Contracts Accounting (under General Accounting in Controller's Office) has been tasked with the post-award administration mandate for the university, the following links are available on the OSP website. OSP continues to handle contractual support.
- Grant Award and Acceptance FAQs
- Grant Management FAQs
- Consultants & Subcontractors
- Financial Administration
- Grant Modifications
- Technical & Financial Reports
- Contract Closeout
For information on American University policies, procedures & guidelines; accounts payable, general accounting and procurement and contract forms; and other essential information, please visit the appropriate office or resource site:
AU Accounts Payable
- Staff Directory
- Mileage Rates - IRS
- Per Diem Rates - Federal Government Site (AU reimburses for actual, documented expenses unless a Per Diem has been prior approved in advance of travel by the WCL Office of Finance and Administration).
- Tax Exempt Certificates
- Travel Policy (PDF)
- W-9 Form & Instructions (PDF)
AU Grants and Contracts Accounting
AU Office of Sponsored Programs
- Principal Investigator Handbook
- Intellectual Property Compliance
- Hiring a Consultant
- No Cost Extension Form
- AU Travel Web Portal
WCL Finance and Administration
- Compensation and Payroll Procedures
- Payments and Reimbursement
- Disbursement Requests
- Petty Cash Reimbursements
- Pre-payments
- Cash Advances & Expenses
- Travel Reimbursements
- Wire Transfer (For international expenses in excess of $500.00)
- Photocopying Costs
In order to use photocopy machines all users are required to enter an AU ID. Faculty and Administrative Support Services will provide usage reports to staff will be able to indentify the applicable charges. Allocable grant expenses must be charged to the grant account by JE within 60 days from receipt of your usage statement. Contact grantadmin@wcl.american.edu with questions. - Journal Entries (JEs)
Journal Entries (JE) should be used to transfer cost between different budget accounts when an expense was not directly charged to the appropriate grant account because it is a cost invoiced to the project by the University (e.g. photocopying, printing and postage), was shared across multiple accounts, or an entry mistake was made. All Journal Entries must include a brief explanation in the comment field of the JE Template (MS Excel File) describing the expense and justification for reallocation. The form must be submitted with documentation of the expenses (receipts, invoices, etc.) to be transferred. Requests can be sent to grantadmin@wcl.american.edu.
Office of Information Technology
- AU
- BI Tool Training and Support
- BI Tool Training-Guide-pdf
This web-based tool uses the same data as used by Datatel, is fairly easy to use and useful for exporting data into Excel. Additionally, a number of pre-formatted reports have been created that provide a user-friendly interface readily available as a .pdf document. Especially useful is the ability to sort data multiple ways and quickly drill down from the expense summary (XEX2) to the details of a single object code (XEX1). It also provides access to specific transactions using a customized grant period (XGAR).
- Using-Datatel-to-Manage-Grants-A-Few-Tips
- Intructor Led Training (Datatel, Purchasing, etc.)
- BI Tool Training-Guide-pdf
- WCL
- Datatel Training and Support
- Click here to access the Datatel Software.
- GAR 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. - XEX Screen Reference Sheets Budget Reports
XEX screens are used to check budget and expenditures on grant accounts.
