Expense Report Best Practices for Grant Expenses
To ensure efficient processing and compliance, Sponsored Research Services recommends creating separate Expense Reports (ER) for:
- Department Purchases
- Grant Purchases (one ER per grant)
- Travel Expenses
This practice helps avoid delays due to budget errors, accounts for differing grant end dates, and ensures auditors can easily review the necessary information. Additionally, travel expense reports require itineraries, and incomplete documentation often delays approvals.
For detailed guidance, view or download the infographic at the link below.
Expense Report Best Practices 2 for Grant Expenses
Avoid having your Expense Report (ER) sent back by following these guidelines:
- Include the purchase amount and company name in your receipts (e.g., 300.25_Amazon.jpg).
- Provide a receipt for every expense, even small ones.
- Attach an itinerary for all travel expenses, even if previously included in another ER.
- Include a map for mileage reimbursement on non-standard trips.
- Submit itemized receipts for all meals (unless using per diem). Note: Alcohol cannot be charged to a grant, and the names of all individuals in a meal receipt must be included.
For detailed instructions, view or download the infographic at the link below.
