2009 Rural Alabama Initiative (RAI)
Frequently Asked Questions (FAQs)

Table of Contents

1. General Questions
   1. Points of Contact
      1. RAI Grant Application/Programming/Budget Modification
      2. RAI Grant Financial issues
   2. RAI Training and Materials/Resources
   3. Grant Expiration Date
   4. RAI Grant Funding Project Modification Requests
   5. RAI Grant Reimbursements
   6. Reporting Requirements
   7. Close-Out Requirements
2. ACES/AU Grant Recipient Questions
3. Non-ACES/AU Grant Recipient Questions (i.e., Grants operating through a Sub-agreement with Auburn University)
4. Forms and other info.

General Questions

Points of Contact

Who is the Point of Contact for 2009 RAI Grant Application/Programming/Budget Modification Approval issues?

For 2009 RAI Grant application/programming/budget modification approval issues, please contact Mike Easterwood at:

Mike Easterwood
Economic & Community Development Institute
216 Extension Hall
Auburn University, AL 36849
Phone: 334-844-5333
Fax: 334-844-4709
e-mail: easterm@auburn.edu

Who is the Point of Contact for RAI Financial issues?

For RAI Grant financial issues (Grant balance remaining, Reimbursement status), please contact Ken McMillan at:

Ken McMillan, CPA
Accountant II
Alabama Cooperative Extension System
116A Duncan Hall
Auburn University, AL 36849
Phone: (334) 844-5528
Fax: (334) 844-5530
e-mail: mcmilke@aces.edu

Note: Submit ALL RAI Grant paperwork to ACES Administrative Services (Ken McMillan). With the documents, Ken will:

• Date stamp "Received"
• Electronically forward Budget Modification Request to ECDI
• Process fully-completed reimbursement paperwork for payment
• Notify PI if paperwork is incomplete (this will delay your reimbursement/payment)
• Record when fully-completed paperwork is received from PI
• Record when ACES/CFO-approved reimbursement paperwork is forwarded to the Office of Sponsored Programs (AU/OSP) and/or Procurement and Payment Services (AU/PPS)
• Record when Banner payment occurs

RAI Training and Materials/Resources

Are there any recorded training sessions and RAI documents I can access?

Yes. ECDI and ACES recorded a 2008 RAI Training Session in February 2008. Handouts & Guidance are available at the following link: http://wms.aces.edu/accordent/rai/ Doing so will take you to the recorded session, which includes all of the handouts. The Power Point slides are synchronized to the audio and video, so you can skip around as needed (click on the "Chapters" link to select certain portions of the training). The ECDI portion starts at Chapter 1, while the ACES Administrative Services section starts on Chapter 17. If you have problems accessing the broadcast, please contact Mario Lightfoote at 334-844-1599 (lightmc@auburn.edu). Mario is the studio director for our broadcast. Let ACES Administrative Services know if you have any RAI Training Session/Handouts questions/comments.

Grant Expiration Date

What is the Expiration Date for 2009 RAI Grants?

The grant ends on 9/30/2009 unless otherwise approved in writing by Dr. Joe A. Sumners (or his designated representative). Only expenditures incurred before September 30, 2009, within the scope of your project and the awarded budget will be considered allowable for this project. Note: No extensions will be granted for 2008 RAI Grants (ending 12/31/08). Expect the same for 2009 RAI Grants. Plan your RAI Grant activities to enable grant completion by 9/30/09.

What is a Scope of Work?

A Scope of Work is what you proposed to do in your project with the awarded funds.

RAI Grant Funding Project Modification Requests

My Project (Scope of Work and/or Budget) needs to change from what was originally approved. What steps do I take to get the modification approved?

Auburn University and the Alabama Cooperative Extension System (ACES) expect you to follow the Scope of your project and approved budget. If you need to deviate from the proposed scope of work or budget in any way, you must submit a completed Project Modification Request Form to ACES Administrative Services. ACES Administrative Services will forward the request to the Economic & Community Development Institute (ECDI); ECDI (Dr. Joe Sumners or Mike Easterwood) will notify you in writing whether or not your written modification request is approved. Please ensure you have this written ECDI approval prior to spending/obligating modification-associated funds. Expenditures/obligations incurred prior to obtaining written modification approval from ECDI may not be reimbursed/paid (i.e., ensure you obtain written modification approval before spending/obligating Grants funds which are not in the approved budget and/or Scope of Work).

Under what circumstances do I need to submit a RAI Grant Funding Project Modification Request Form?

This form must be completed and submitted to ACES Administrative Services for: (1) all changes in your Scope of Work, and (2) any line item budget variance that exceeds ten (10) percent of your total grant amount. In other words, if your total grant is $5,000 and any line item varies from your approved budget by over $500, you must receive written approval from ECDI for the budget modification. Note: The change in scope applies to all scope changes; there is no monetary threshold associated with a scope change.

How do I obtain a RAI Grant Funding Project Modification Request Form?

The "RAI Grant Funding Project Modification Request Form" is at the following link: http://www.aces.edu/admsrv/2009RAI/documents/2009RAIProjectModificationRequestForm.doc

RAI Grant Reimbursements

To whom do I submit RAI Grant reimbursement paperwork?

Submit ALL Grant reimbursement paperwork to ACES Administrative Services at:

Ken McMillan, CPA
Accountant II
Alabama Cooperative Extension System
116A Duncan Hall
Auburn University, AL 36849
Phone: (334) 844-5528
Fax: (334) 844-5530
e-mail: mcmilke@aces.edu

How often can I submit RAI Grant reimbursement paperwork to ECDI?

Grant recipients must submit reimbursement paperwork to ACES Administrative Services a minimum of quarterly, regardless of the amount of activity that has taken place on the project. Grant recipients may submit reimbursement paperwork to ACES Administrative Services a maximum of monthly.

What do I need to submit to be reimbursed for Grant expenditures?

Since the reimbursement methods for ACES/AU Grant recipients are different from those for non-ACES/AU Grant recipients, the specific reimbursement procedures and documentation requirements are addressed below in the "ACES/AU Grant Recipient Questions" and "Non-ACES/AU Grant Recipient Questions" sections, respectively.

When is my Final Invoice due to Auburn University to be reimbursed for 2009 Grant expenditures?

A Final Invoice, marked "Final" must be submitted to the University NO LATER THAN October 31, 2009. Invoices submitted after this deadline may not be paid. Prior to payment of the final invoice, the Grant recipient must complete the Close-out Requirements (see "Closeout Requirements" below and attached document).

Reporting Requirements

What are the Reporting Requirements for the RAI Grant?

Quarterly (minimum)/Monthly (maximum) Requirement: Grant recipients must submit a completed "RAI Project Update Form" to ACES Administrative Services at least quarterly (no more than monthly), regardless of the amount of activity that has taken place on the project. The "RAI Project Update Form" is at the following link: http://www.aces.edu/admsrv/2009RAI/documents/2009RAIProjectUpdateForm.doc
A completed copy of this form should accompany each project invoice submitted to ACES Administrative Services.

The completed form should include the project name, RAI Number, the amount of the award, the anticipated completion date, and key activities and accomplishments during the reporting period.

Following Final Grant Expenditure: Please provide written communication to ACES Administrative Services when your last Grant expenditure occurs so ACES Administrative Services can finish your paperwork and unencumber any remaining funds.

Following Grant Expiration Date:

Close-Out Requirements

Non-ACES/AU Grant Recipients must complete and submit the "Subagreement Close-Out Requirements" checklist (Subagreement, Attachment 4) to ACES Administrative Services no later than October 31, 2009. This form is located in your Subagreement and is also at the following link: http://www.aces.edu/admsrv/2009RAI/documents/BlankCloseOutDocument16Jul08.pdf

ACES/AU Grant Recipient Questions

How can I pay or be reimbursed for Grant expenditures?

There are four ways to pay or be reimbursed for Grant expenditures/obligations:

(a) Purchasing Card: [Point of Contact: Dana Barber (334) 844-8690 or barbedm@auburn.edu. Purchasing Card Information is at: http://www.auburn.edu/administration/business_office/policy_manual/purchasing.html

(b) Vendor Voucher

If applying for payment/reimbursement through a Vendor Voucher, the FOAP associated with the 2009 RAI Grant is:

Fund: 104001
Org: 404006
Account: As Required (See Below)
Project: 3010

Some of the common Accounts you will encounter for RAI Grant expenditures include:

1. Personnel: 60200 (Professional Non-Faculty Salary); 60600 (Other Personnel Salaries); 70550 (TES - Admin/Clerical); 70555 (TES - Other)
2. Equipment: 71000 (Non-Capital Computer Equipment); 71020 (Non-Capital Other Equipment); 74100 (Office Equipment); 74190 (Other Equipment)
3. Facilities: 70115 (Off-Campus Space Rental)
4. Materials/Supplies: 70935 (Office Supplies); 70945 (Other Expendable Supplies)
5. Travel: 70265 (Individual In-State)
6. Postage: 70070
7. Services: 70525 (See FAQ concerning Speaker Fees/Honorariums)
8. Subcontracts: 70750

Additional Account Codes are at the following link: http://www.aces.edu/admsrv/2009RAI/documents/FOAPAccountCodes.pdf
Use the 5-digit Banner Account Codes in the right hand column (the 4-digit FRS Subcodes in the left hand column are from a previous Financial Reporting system).

Are any ACES accounts prohibited to pay or be reimbursed for Grant expenditures?

Yes. Do NOT use the Local County Checking Account for RAI Grant expenditures.

How can I pay or be reimbursed for Grant expenditures of travelers who are not University employees?

You have one approved method:

Travel Expense Report (TER): Each traveler would need to register as a vendor (see link below). Each traveler would need to give you original itemized receipts and their Vendor #. The Project Director would complete, sign and date (in the "Approved by Department Head" block, lower right hand corner) the traveler's TER, then forwarding the TER and supporting original documents to ACES Administrative Services.

If you use outside vendors or non-University participants, they must register as an AU vendor before any payment can be made. This is a one-time process. To register go to http://vendor.auburnuniversity.net or contact the Procurement & Payment Services Customer Service Department at (334) 844-3639.

Oftentimes people registering as an AU Vendor fail to fully complete the process. I encourage you to complete the process. Approximately 24 hours after fully completing the registration, you should log back into the AU Vendor Center using the Username and Password you established during the registration process. You will then see your AU Vendor Number. It will help a lot if you will let Ken McMillan know your AU Vendor Number or that the registration process is completed. At that point we will be able to process your reimbursement.

If you have trouble with the registration or cannot locate your Vendor Number, recommend you contact Jane Norman (AU/PPS) at (334) 844-3632 or normaja@auburn.edu. She is the primary Point of Contact for AU Vendor Registration issues.

What do I need to submit to be reimbursed for Grant expenditures?

Since your RAI Grant does not mandate a "Cost Reimbursable" basis, the ACES Grant recipient can use the four means stated above (Purchasing Card, Vendor Voucher, ITV, or Travel Expense Report) to pay or be reimbursed for approved Grant expenditures.

The ACES Project Director (PD) whose name appears on the RAI Grant application must sign and date all expenditure reimbursement paperwork. For the four methods of payment/reimbursement, provide the following:

1. Purchasing Card: Send original itemized Vendor receipts and supporting documentation to your Reconciler; send a copy of the itemized Vendor receipt and supporting documentation to ACES Administrative Services. The supporting evidence must clearly indicate the following for each expenditure (1) Business purpose, (2) Cost, (3) Payee, (4) FOAP, and (5) RAI Grant Number (i.e., 09-RAI-00XX). We recommend that you keep a copy of all reimbursement documentation you submit to ACES Administrative Services for your files.
   
   
2. Vendor Voucher: Complete all details on the Vendor Voucher. Sign and date the Vendor Voucher in the "Approved by Department Head" block (lower right hand corner). Send the originally-signed Vendor Voucher and supporting documentation to ACES Administrative Services. The supporting evidence must clearly indicate the following for each expenditure (1) Business purpose, (2) Cost, (3) Payee, (4) FOAP, and (5) RAI Grant Number (i.e., 09-RAI-00XX). We recommend that you keep a copy of all reimbursement documentation you submit to ACES Administrative Services for your files.
   
   
3. Internal Transaction Voucher (ITV): Send the details (Grant number, Participant's name, Amount, Agenda, Evidence of Registration, etc.) to ACES Administrative Services requesting the ITV.
   
   
4. Travel Expense Report (TER): Send the completed, signed TER (including Meeting Agenda and Business Purpose) to ACES Administrative Services. Follow In-State or Out-of-State AU Travel rules (http://www.auburn.edu/administration/business_office/policy_manual/travel.html). If flying, provide flight itinerary/proof of purchase and a Credit Card statement which shows the airfare posted to the Credit Card account.

Do you have any examples of additional supporting documentation for specific line items?

Yes. Supporting documentation must include the above-stated items [(1) Business purpose, (2) Cost, (3) Payee, and (4) FOAP, and (5) RAI Grant Number (i.e., 09-RAI-00XX)] AND additional line-item specific supporting documentation. Several examples of additional line-item specific supporting documentation follow:

Salary/Wages: (1) Who received the Salary/Wages, (2) How the Salary/Wages were calculated, (3) What was the Period of Performance, and (4) Evidence of payment (canceled check, copy of check, Payroll Report, etc.).

Employee Benefits: (1) Who received the Employee Benefits, (2) How the Employee Benefits were calculated, (3) What was the Period of Performance, and (4) Evidence of payment (canceled check, copy of check, Payroll Report, etc.).

Equipment: Original itemized receipt(s).

Facilities: Original itemized receipt(s).

Materials & Supplies: Original itemized receipt(s).

Travel: (1) Original itemized receipt(s) for Out-of-State ACES/AU traveler when claiming more than $34 per day (meals and tips), (2) Traveler's Name and Vendor Number, (3) Meeting Agenda, (4) Travel itinerary. If airfare is involved, the traveler must provide a Credit Card statement which shows the airfare posted to the Credit Card account.

Consulting: (1) Fully-executed Professional Service Contract, (2) Who received the Consulting funds, (3) What was the Period of Performance, (4) What was the Agenda, (5) Who were the participants, (6) Evidence of payment (canceled check, copy of check, Payroll Report, etc.), (7) Fully-executed Form IC 99-01, "AU Employee/Independent Contractor Classification Checklist for Professional Service Contract Payments to Individuals" (Form required only for individuals and Sole Proprietors).

Postage: Original itemized receipt(s). If using a postal meter, submit a printout showing the reimbursable expenditures.

Meals: (1) Original itemized receipt(s), (2) Recipient's name(s) [i.e., who ate the meals?], and (3) Meeting Agenda.

Honorariums: (1) Who is to receive the Honorarium funds (Name and Title or Position), (2) What was the Period of Performance, (3) What was the Agenda, (4) Who were the participants, (5) Mailing address of the recipient. If desired, you can use the form at the following link to document some key items: http://www.aces.edu/admsrv/2009RAI/documents/2009RAIPaymentReceiptDocumentation.xls

A Vendor requires a Contract so I can perform an approved Grant function (such as rent a room for a meeting, reserve a bus for group travel, etc.). How can I obtain a valid Contract?

As an Auburn University Employee, the Project Director does not have the authority to enter into such an agreement/contract. All contracts must be coordinated and approved by Auburn University Procurement and Payment Services (PPS).

Please contact ACES Administrative Services for all contracts. If you will send the proposed contract (preferred method: e-mail attachment) to Ken McMillan (backup: Stacey Bozeman), we will coordinate the paperwork with our PPS point of contact.

The AU/PPS has helpful information at the following link:
http://www.auburn.edu/administration/business_office/pps/staff.html

At this site, click on the third link labeled "FAQ", which will take you to the following site:
http://www.auburn.edu/administration/business_office/pps/faq.html

At this site, you will find the following quote:

"Who has the authority to procure (purchase) goods and services?

The President of the University is authorized by the Board of Trustees to execute the contracts and other written instruments on behalf of the Board. In addition, the President is authorized to delegate signature authority to other members of the University staff for limited purposes. In general, individuals holding the following titles are authorized by the President to execute contracts on behalf of the University:

President
Vice Presidents
Director of Athletics
Director of Procurement and Payment Services

Specifically, the Director of Procurement and Payment Services has the sole responsibility for the procurement of goods and services for the University. The Assistant Director and Buyers are delegated procurement authority by the Director of Procurement and Payment Services. Contracts and agreement for goods/services should be sent to Procurement and Payment Services for review and signature."

Who do I contact for authorized computer purchases?

Please contact Bertha Gibbs, ACES CTU, at (334) 844-9660 or gibbsbt@auburn.edu

Helpful information on computer purchases is at: http://www.aces.edu/ctu/techref/purchasing/

What is the difference between paying an Honorarium and paying Speaker Fees to a non-AU employee?

An Honorarium is a payment given for services when the payment of fees is not legally or traditionally required. Payment is limited to guest speakers and other official guests of the University. An Honorarium may not be used to pay professional services.. Details are located at the following web site: http://www.auburn.edu/administration/business_office/spending/honorarium.html

How do I use Grant funds to pay an Honorarium to a non-AU employee?

You have one approved method: use a Travel Expense Report. Per the County Financial Transaction Manual (located at: http://www.aces.edu/acesadm/admsrv/CFTM.pdf), honorariums may be paid from the County's AU account.

The ACES Project Director (PD) whose name appears on the RAI Grant application must sign and date all expenditure reimbursement paperwork. Please provide the following:

For the Travel Expense Report: Have the Honorarium recipient register as a Vendor. Outside vendors and non-University participants must register as an AU vendor before any payment can be made. This is a one-time process. To register go to http://vendor.auburnuniversity.net or contact the Procurement Office Customer Service Department at (334) 844-3639.

Complete all details on the Travel Expense Report (using the Honorarium recipient as the Payee and their Vendor # obtained above). As the Project Director, sign and date the Travel Expense Report in the "Department Head/Dean/Director Approval" block (lower right hand corner). Send the originally-signed Travel Expense Report and supporting documentation to ACES Administrative Services. The supporting evidence must clearly indicate the following for each expenditure (1) Business purpose, (2) Cost, (3) Payee, (4) County's AU account FOAP, and (5) RAI Grant Number (i.e., 09-RAI-00XX). We recommend you keep a copy of all reimbursement documentation you submit to ACES Administrative Services for your files.

Additional Supporting Documentation for Honorariums: (1) Who is to receive the Honorarium funds (Name and Title or Position), (2) What was the Period of Performance, (3) What was the Agenda, (4) Who were the participants, (5) Mailing address of Honorarium recipient. If desired, you can use the form at the following link to document some key items: (RAI Payment Receipt Documentation spreadsheet).

Note: Per the County Financial Transaction Manual (located at: http://www.aces.edu/acesadm/admsrv/CFTM.pdf), you CANNOT use the ACES County Checking Account to pay the Honorarium.

How do I use Grant funds to pay Speaker Fees to a non-AU employee?

1. You need to complete and submit a Professional Services Contract (PSC). It is located at the following web site:
   http://www.auburn.edu/administration/business_office/pdf/bo5520.pdf
   
   HR information on the PSC is located at:
   http://www.aces.edu/acesadm/admsrv/profservcntrct.pdf
   
   You need to sign and date the PSC on Page 2 of 2 where it says, "Department Head." You can send the PSC directly to ACES Administrative Services (mail), not to ECDI. Ken will give it to ACES/HR for review/signature. It then goes over to AU Procurement & Payment Services for their coordination. After everyone has signed off on it, Ken can process the Vendor Voucher you submit to ACES Administrative Services.

Non-ACES/AU Grant Recipient Questions

To whom does this section apply?

This section applies to RAI Grant recipients receiving RAI funds through a sub-agreement with Auburn University.

How can I pay or be reimbursed for Grant expenditures?

Since the sub-agreement with Auburn University is a "Cost Reimbursable" contract, the Grant recipient must incur the expense before filing for reimbursement from AU. In other words, the Grant recipient must pay for the product/service first, followed by seeking reimbursement from Auburn University.

What do I need to submit to be reimbursed for Grant expenditures?

The Project Director (PD) whose name appears on the fully executed Subagreement (i.e., Subrecipient PI) must sign and date all expenditure reimbursement paperwork (i.e., the PD must sign the AU Subrecipient Invoice). If more than one PD exists for a project, at least one PD must comply. In addition, the ACES individual listed on the 2009 RAI Grant Proposal (or their designated replacement) must sign and date all expenditure reimbursement paperwork (i.e., the Grant Proposal CEC [or designated replacement] must sign the AU Subrecipient Invoice).

All non-ACES/AU reimbursements are accomplished utilizing an "Auburn University Subrecipient Invoice" and supporting documentation. The supporting evidence must clearly indicate the following for each expenditure (1) Business purpose, (2) Cost, (3) Payee, and (4) RAI Grant Number (i.e., 09-RAI-00XX). We recommend that you keep a copy of all reimbursement documentation you submit to ACES Administrative Services for your files.

Do you have any examples of additional supporting documentation for specific line items?

Yes. Supporting documentation must include the above-stated items [(1) Business purpose, (2) Cost, (3) Payee, and (4) RAI Grant Number (i.e., 09-RAI-00XX)] AND additional line-item specific supporting documentation. Several examples of additional line-item specific supporting documentation follow:

Salary/Wages: (1) Who received the Salary/Wages, (2) How the Salary/Wages were calculated, (3) What was the Period of Performance, and (4) Evidence of payment (canceled check, copy of check, Payroll Report, etc.).

Employee Benefits: (1) Who received the Employee Benefits, (2) How the Employee Benefits were calculated, (3) What was the Period of Performance, and (4) Evidence of payment (canceled check, copy of check, Payroll Report, etc.).

Equipment: Original itemized receipt(s).

Facilities: Original itemized receipt(s).

Materials & Supplies: Original itemized receipt(s).

Travel: (1) Original itemized receipt(s), (2) Traveler's Name and Vendor Number, (3) Meeting Agenda, (4) Travel itinerary. If airfare is involved, the traveler must provide a Credit Card statement which shows the airfare posted to the Credit Card account.

Consulting: (1) Who received the Consulting funds, (2) What was the Period of Performance, (3) What was the Agenda, (4) Who were the participants, and (5) Evidence of payment (canceled check, copy of check, Payroll Report, etc.).

Postage: Original itemized receipt(s). If using a postal meter, submit a printout showing the reimbursable expenditures.

Meals: (1) Original itemized receipt(s), (2) Recipient's name(s) [i.e., who ate the meals?], and (3) Meeting Agenda.

Honorariums: (1) Who received the Honorarium funds, (2) What was the Period of Performance, (3) What was the Agenda, (4) Who were the participants, (5) Evidence of payment (canceled check, copy of check, Payroll Report, etc.), and (6) Written acknowledgment of receipt of the honorarium from the recipient. If desired, you can use the form at the following link to document some key items: http://www.aces.edu/admsrv/2009RAI/documents/2009RAIPaymentReceiptDocumentation.xls

Where can I obtain the "Auburn University Subrecipient Invoice"?

The AU Office of Sponsored Programs (OSP) link (below) has the form in Excel. You can type the information directly onto the Excel worksheet. We recommend that you first save the Excel document to your hard drive/server and work from there (otherwise, the spreadsheet is "Read Only").

http://www.aces.edu/admsrv/2009RAI/documents/BlankSubrecipientInvoice.xls

Who should sign the "Auburn University Subrecipient Invoice"?

The Project Director must sign the Auburn University Subrecipient Invoice. By doing so, the PD is acknowledging the following statement on the form: "I certify that to the best of my knowledge all expenditures reported (or payments requested) are for appropriate purposes and in accordance with the subject contract, and payment therefore has not been received." In addition, the ACES individual listed on the 2009 RAI Grant Proposal (or their designated replacement) must sign and date all expenditure reimbursement paperwork (i.e., the Grant Proposal CEC [or designated replacement] must sign the AU Subrecipient Invoice).

How do I use Grant funds to pay a non-AU employee an Honorarium?

1. Since your sub-agreement with Auburn University is a "Cost Reimbursable" contract, the Grant recipient must incur the expense before filing for reimbursement from AU. In other words, the Grant recipient must pay for the product/service first, followed by seeking reimbursement from Auburn University.
    
2. What do I need to submit to be reimbursed for Grant expenditures?
   
   The Project Director (PD) whose name appears on the fully executed Subagreement (i.e., Subrecipient PI) must sign and date all expenditure reimbursement paperwork. If more than one PD exists for a project, at least one PD must comply. In addition, the ACES individual listed on the 2009 RAI Grant Proposal (or their designated replacement) must sign and date all expenditure reimbursement paperwork (i.e., the Grant Proposal CEC [or designated replacement] must sign the AU Subrecipient Invoice).
   
   All non-ACES reimbursements are accomplished utilizing an "Auburn University Subrecipient Invoice" and supporting documentation. The supporting evidence must clearly indicate the following for each expenditure (1) Business purpose, (2) Cost, (3) Payee, and (4) RAI Grant Number (i.e., 09-RAI-00XX). We recommend you keep a copy of all reimbursement documentation you submit to ACES Administrative Services for your files.
   
   The AU Office of Sponsored Programs (OSP) link (below) has the "Auburn University Subrecipient Invoice" form in Excel. You can type the information directly onto the Excel worksheet. Recommend you first save the Excel document to your hard drive/server and work from there (otherwise, the spreadsheet is "Read Only").
   
   http://www.auburn.edu/research/vpr/contracts/invoice05.xls
   
   
3. What supporting documentation must be submitted?
   
   Supporting documentation must include: [(1) Business purpose, (2) Cost, (3) Payee, and (4) RAI Grant Number (i.e., 09-RAI-00XX)] AND the following:
   
   Additional Supporting Documentation for Honorariums: (1) Who received the Honorarium funds (Name and Title or Position), (2) What was the Period of Performance, (3) What was the Agenda, (4) Who were the participants, (5) Evidence of payment (canceled check, copy of check, etc.), (6) Written acknowledgment of receipt of the honorarium from the recipient, and (7) Mailing address of Honorarium recipient. If desired, you can use the form at the following link to document some key items: http://www.aces.edu/admsrv/2009RAI/documents/2009RAIPaymentReceiptDocumentation.xls

Forms & Other Info

• 2009 RAI Intro Handouts (18Sep08)
• 2009 RAI Intro Slides (18Sep08)
• 2009 Evidence 101
• 2009 RAI ACES PI Checklist (18Sep08)
• 2009 RAI Payment Receipt Documentation
• 2009 RAI Project Modification Request Form
• 2009 RAI Project Update Form
• 2009 RAI Reimbursement Checklist (18Sep08)
• Blank Close Out Document (16Jul08)
• Blank Subrecipient Invoice
• Blank bo5520PSC
• Blank ic9901
• FOAP Account Codes