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University Policy Manual
FOR AWARDS, SUBAWARDS AND SUBCONTRACTS TO MARIAN UNIVERSITY THAT ARE LESS THAN $5,000.00 AND/OR MUST BE COMPLETED WITHIN 1 YEAR OR LESS PLEASE FOLLOW THESE INSTRUCTIONS:
Your monetary award will be placed in a short-term account in the Business Office
All disbursements will be routed through the ORSP and approved by a Dean, Comptroller or Provost as appropriate.
Direct payments to external vendors, speakers, etc. are made via approved disbursement requests using Marian University disbursement forms.
Submit completed requests to the ORSP with the date needed and the ORSP will route the request for approval and inform the PI directly of approval status.
Disbursements greater than $250 to individuals require information (name address, SS#) and W-9 forms.
Disbursements to Marian University employees still use the form but do not need SS# or W-9.
For reimbursement to Marian employees for expenses greater than $50.00 use the Disbursement Request form and denote the person to whom reimbursement is made.
Attach original receipts and keep photocopies for your records.
For reimbursement of expenses less than $50.00 use Petty Cash forms and submit with original receipts to the ORSP.
For items purchased using Purchase Orders pre-approval is required.
It is helpful to submit multiple requests for PO approval at the same time.
Please itemize each expense on the
ORSP Expense Approval Form
, attach all PO forms correctly filled in with vendor name, contact information, account numbers, catalog numbers and date of request and submit to the ORSP for routing and approval
If information is missing the form will be returned to you and your purchases may be delayed.
After approval is given the PI may complete the order.
The ORSP does not phone in any POs.
FOR AWARDS, SUBAWARDS AND SUBCONTRACTS TO MARIAN UNIVERSITY THAT ARE MORE THAN $5,000.00 AND/OR MULTIYEAR AWARDS PLEASE FOLLOW THESE INSTRUCTIONS:
PIs/Program Directors will meet with the Business Office and ORSP immediately after notification of the grant award.
An account will be designated for the award
The ORSP and Business Office will assist PIs in developing excel budget sheets for tracking grant expenses using Marian University line item account codes that correspond to the itemized grant budget
Expenses will be reviewed monthly by the Business Office and multiyear grant budgets will be reviewed at the end of each budget year
Follow the guidelines for disbursements, reimbursements and submission of purchase orders as above.
For budget overage requests, line item reallocations and requests for no cost extensions the PI should contact the Program Officer of the granting agency and provide validations to the ORSP and Business Office.
Progress Reports and Grant Close-out reports and all other evaluations must be filed with the ORSP for grant closeout.
If you do not know how to proceed ask before you do.
There are many offices on campus that are impacted by grant-funded activities.
The ORSP is designed to make grant management smooth and in accordance with the mission of the University and the grantor.
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Sponsored by the Congregation of Sisters of St. Agnes