Grant Purchasing

Grant Check Request

Complete the form and collect the required signatures. Send to osp@elon.edu for the final signature and submission for processing.

• For external payees
  • Requires a new vendor setup form (send to Elon Purchasing Office at purchasing@elon.edu)
  • Vendor Set-Up Form
• For internal payees
  • Requires grant check request form
  • This should be used for any amount of reimbursement, even if it is under $150
  • Grant Check Request Form
• A GCR may be needed for:
  • A speaker honorarium (will need a flyer, offer letter, or be specified in the budget justification)
  • A service provider (will need an invoice)
  • Internal payee – reimbursement for grant expenses not able to be paid with a p-card

Grant Stipend Request

Complete the form and collect the required signatures. Send to osp@elon.edu for the final signature and submission for processing.

• For internal payees
• For service above and beyond the scope of the regular appointment
• Grant Stipend Request Form

Grant Travel Reimbursement Form

Complete the form and collect the required signatures. Send to osp@elon.edu for the final signature and submission for processing.

This form should be used to reimburse internal or external individuals who are eligible for travel reimbursement from external grant funds.

• For external payees
  • Requires a new vendor setup form (send to Elon Purchasing Office at purchasing@elon.edu)
  • Vendor Set-Up Form
  • Grant Travel Reimbursement Form

As part of our ongoing efforts to ensure compliance with grant guidelines and audit requirements, please be advised that effective immediately, all grant-related travel and meal receipts must include the following documentation:

• An itemized hotel bill that includes the traveler’s name, hotel location, check-in and check-out dates, and a breakdown of charges (e.g., lodging, meals, parking).
• An itemized restaurant receipt is also required when meals are charged to the hotel room.
• An itemized and summary receipt showing the tip amount for all meal expenses (this can be handwritten).
• Name(s) of the individual(s) who traveled or incurred the expenses.
• Details of the expense (e.g., meals, lodging, transportation).
• Relationship to the grant (e.g., PI, Co-PI, student, collaborator, etc.);
• Purpose of the expense in relation to the grant activity (e.g., working lunch to discuss project milestones, student recruitment, conference networking, etc.)

This information should be either written directly on the receipt, included in an attached note, or entered as a comment in WORKS for each transaction. This level of detail is essential for audit readiness, accurate reporting and to maintain transparency and accountability under the terms of the grant.

Please note that Missing Receipt Affidavits are not an acceptable method for documenting grant expenditures. Any expenses submitted without proper receipts and documentation will be reallocated to your department or discretionary funds.

Additionally:

• All grant charges require an itemized receipt- must be the original receipt as well as an English translation if applicable
• No alcohol
• All flights must be Fly America compliant
• Must use lowest reasonable airfare

Helpful Forms

Accounting Forms