Grant/Special Revenue Accounting

Financial accounting for Grant/Special Revenue Awards is an important task that must be carefully undertaken throughout the entire life of a Grant/Special Revenue, from its award to termination. This area presents the tasks around Grant/Special Revenue accounting from two perspectives:

Grant/Special Revenue Accounting by Transaction Type lists common accounting tasks by type, with links to the appropriate instructions and forms required.

Grant/Special Revenue Accounting by Form lists all of the forms that are used, with the common accounting transactions they are used for, along with links to online instructions for completing the form and an example of a completed form.

Please note that any form submitted with errors or without the proper documentation will be returned with a Transfer Rejection Notice.

Grant/Special Revenue Accounting by Transaction Type

Establishing a Project/Grant Budget

Increasing a Project/Grant Budget:

• due to the award of additional funds from the Grantor
• due to a Grant/Special Revenue not being fully established at time of award

Transferring Funds:

• within a Grant/Special Revenue between accounts, programs, departments, or sub-class
• between grants

Transferring Expenditures:

• within a Grant/Special Revenue between accounts, programs, departments, or sub-class
• between grants
• between a Grant/Special Revenue and another fund

Decreasing a Project/Grant Budget:

• due to an award amendment
• due to Grant/Special Revenue Closing/expiration date reached (see forthcoming Grant/Special Revenue Close Out Area)

Grant/Special Revenue Accounting by Form

Project/Grant Request Form:

• Common accounting transactions:
  • Establishing a Project/Grant Budget
  • Increasing a Project/Grant Budget
  • Decreasing a Project/Grant Budget
• Project/Grant  Request Form Instructions
• Project/Grant Request Form Example

Request For Transfer Of Expenditure (Debit Transfer) Form

• Common accounting transactions:
  • Transferring Expenditures
• Request for Transfer of Expenditure (Debit Transfer) Instructions
• Request for Transfer of Expenditure (Debit Transfer) Example

Cash Receipt Form

• Common accounting transactions:
  • Drawdown Requests
• Cash Receipt Instructions
• Cash Receipt Example