Inside Linfield - Policies and Procedures

Grant expense procedures

To ensure that all grant expenses are recorded properly through Accounting, please follow these procedures for all expense activity related to a grant account:

Payroll expenses to be charged to a grant account:

- For faculty that will be paid a stipend through a grant, please follow these procedures:

  • Complete a Payroll Check Request Form.
  • Note that this stipend is to be paid out of a grant account under "Description of Request."
  • Have the form signed by the appropriate department head and vice president.
  • Submit the form to Human Resources.

Students - For students who will be paid out of a grant account please follow these procedures:

  • Contact Financial Aid ( and provide them the student name, identification number, the amount and time of payment, and whether it is paid hourly (e.g., work study) or as a stipend (e.g. research student). This office will let you know if there are any obstacles to paying the student.
  • If approved by Financial Aid, complete a Student Employee Referral Form (obtained from Human Resources).
  • Checkmark the box noting that the student will be paid out of the "grant account."
  • Submit the form to Human Resources.

Note 1: Individuals receiving a stipend will have a tax of 8.5% (FICA/Workers' Comp) applied to this compensation. The institution must match this amount, and therefore, this should cost should be included in all project budgets.  

Note 2: Per college policy, a Time and Effort Report must be filled out by each employee receiving federal grant funds

For expenses paid through Accounts Payable:

  • Complete a check request form provided by Accounts Payable.
  • Submit the completed A/P check request form to the Grants Administrator (Carol Stowell-Heller: Melrose 112) a minimum of 4-5 days in advance of when the funds are needed.
  • The Grants Administrator will review and approve:
    • If a signature from Academic Affairs signature is required the Grants Administrator will obtain it.
    • Once the request form is approved the Grants Administrator will submit to Accounts Payable for processing.

For expenses incurred that need to be reimbursed by invoice sent to the grantor, the Grants Administrator will: 

  • Prepare all invoices for processing.
  • Route the invoice to obtain all necessary signatures.
  • Submit the invoice to the grantor for reimbursement.

For more information about this procedure, please contact Carroll Deason, Director of Grants and Sponsored Research at or Carol Stowell-Heller, Grants Accounting Manager at