Grant & Contract Implementation Guidelines

Getting Started: Award Setup 

No work may begin until an official award notification or signed contract is in place. Verbal approval is not official. 

• Documentation: Forward all official award letters (new and continuation) to the Office of Sponsored Programs (OSP) and the Grants & Accounting Analyst.
• Signatures: Principal Investigators (PIs) are not authorized to sign award documents or agreements. All signatures must be processed through OSP and the Grants & Accounting Analyst.
• System Entry: The Grants & Accounting Analyst sets up new awards in PeopleSoft.
• Fund Numbers: The Business Office will provide you with Fund/Project numbers. You must use these numbers on all payment vouchers.  
  • Many grants are authorized for multiple years with one-year budget periods; a different fund is typically set up for each year.

Spending & Procurement Rules 

All spending must align with the approved budget. When in doubt, check the Allowable and Unallowable Expenditures list. 

• General Items: Always utilize MSU’s tax-exempt status. Coordinate with OSP and the Grants & Accounting Analyst to ensure taxes are not charged on grant purchases. 
• Purchases between $10,000 - $100,000: These purchases require three competitive quotes. Ensure the quotes include the cost of the equipment, shipping/handling, and any installation fees. PIs must work with the MSU Purchasing Agent. 
• Purchases over $100,000: These purchases require a Request for Proposal (RFP) or Invitation for Bid (IFB). PIs must work with the MSU Purchasing Agent. 
• Marketing & Promotional Items: Items such as pens, notepads, and keychains require pre-approval from the Grants & Accounting Analyst. 
• Research Participant Incentives: Must be pre-approved. Note: The purchase of gift cards is strictly prohibited by MSU. Contact OSP and the Grants & Accounting Analyst for specific details on allowable incentives. 
• Food or Clothing: These are typically unallowable costs. You must contact the Grants & Accounting Analyst to discuss potential exceptions before incurring any expenses.  
• Equipment: All federal equipment must be tagged with an additional university tag indicating that the equipment was purchased, in whole or in part, with federal funds. 
• Subcontracts: All proposals involving a subcontract must specifically state this in the grant proposal. A subcontract is not issued until the grant is funded.

Tip: Avoid making large purchases near the end of the grant period. Be mindful of both the grant deadline and the MSU fiscal year deadlines.

Staffing & Personnel 

All payroll actions must eventually be shared with the MSU Payroll office after receiving the following approvals: 

• Faculty Adjunct Overload: Initiated by Department Chair and approved by VPAA and VP for Finance.
• Faculty/Staff Buy-outs: Must be coordinated and approved by the Department Chair and VPAA.
• New Positions (Staff/Faculty): Must be coordinated and posted with Human Resources (HR).
• Student Workers: Must be posted with HR. Hourly rates must follow the most current Student Employment Wage Policy.

Ongoing Management & Reporting  

• Spending: If a project runs over budget, expenses must be transferred out of the grant fund, but funds cannot be transferred into it.
• Budget Changes: Any changes to the work plan or budget must be coordinated with the funding agency, OSP, and the Grants & Accounting Analyst. 
• Project Funding Status Requests: Contact the Grants & Accounting Analyst for details on remaining funds or spending reports. 
• Programmatic Reports: The PI is responsible for submitting any required reports to the funder by the deadline. Provide a final copy to OSP and the Grants & Accounting Analyst. If financial information is requested as part of an annual programmatic report, the PI must coordinate with the Grants & Accounting Analyst to request applicable information. 
• Financial Reports: These are handled exclusively by the Grants & Accounting Analyst.

This information is based upon Minot State University policies and procedures, State of North Dakota purchasing and procurement rules, and federal grant guidelines. 

Contact Information: 

Amy Armstrong / Office of Sponsored Programs
701-858-3578
amy.armstrong@minotstateu.edu 

Sheila Latham / Business Office - Grants & Accounting Analyst
701-858-4145              
sheila.latham@minotstateu.edu 

Sara Abrahamson / MSU Human Resources 
hr@minotstateu.edu
701-858-4610