Formula Grant Policies
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- Appointments
- Binding (Thesis)
- Books
- Capital Equipment ($5,000 and over)
- Carryover of Unobligated Funds
- Cell Phones or Related Charges
- Change in Scope/Objectives
- Change in PI
- Computer Access Charges
- Computer/Printer Purchases
- Computer/Printer Accessory Purchases
- Copy/Printing Costs
- Equipment ($5,000 and Under)
- Human Subject Incentives
- Pre-Spending
- Publication/Distribution Costs
- Purchasing Card/Direct Charges
- Rebudgets
- Research Assistant Appointments
- Research Assistant Appointment Rebudgets
- Research Supplies
- Subscriptions/Memberships
- Telephone/Communication Charges
- Travel
- Tuition Remission
- Vehicle Maintenance/Repair
| ITEM | POLICY | COMMENT |
|---|---|---|
| Appointments |
|
Individuals paid on a Formula Grant project, MUST be working on that project. Justifications may be requested at any time. |
| Binding (Thesis) |
|
|
| Books |
|
Prior approval and strong justification required. Submit requests, with justification, to waes@cals.wisc.edu and include identification of matching funds (amount and Fund-Project number) for the purchase. |
| Capital Equipment $5,000 and over |
|
Submit requests to waes@cals.wisc.edu. Include a rebudget request, justification, and identification of matching funds (amount and fund-account number) for the purchase. |
| Carryover of Unobligated Funds |
|
|
| Cell Phones or Related Charges |
|
If items are crucial in order to carry out the project, an exception may be made. Submit a request, with strong justification, to waes@cals.wisc.edu. |
| Change in Scope/Objectives |
|
Request must be initiated by PI, signed by PI and department chair, and submitted to waes@cals.wisc.edu. |
| Change in PI |
|
Request must be initiated via email by PI and approved by the department. Submit requests to waes@cals.wisc.edu. |
| Computer Access Charges |
|
Exceptions require prior approval and strong justification. Submit requests, with justification, to waes@cals.wisc.edu. |
Computer/Printer Purchases (including iPads/Tablets) |
|
All requests to purchase computers/printers using Formula funds require prior approval from WAES. Submit requests to waes@cals.wisc.edu. Requests should include justification of need, request to rebudget (if required), and identification of matching funds (amount and Fund-Project number) for the purchase. Upon approval, a requisition can be processed. |
| Computer/Printer Accessory Purchases |
|
If items are crucial in order to carry out the project, an exception may be made. Submit a request, with strong justification, to waes@cals.wisc.edu. Items considered accessories include, but are not limited to: software, memory (RAM), hard drives, DVD burners, and projectors. Projector requests must provide identification of matching funds (amount and Fund-Project number) for the purchase. |
| Copy/Printing Costs |
|
If there is need to exceed the maximum, prior approval is required. Submit requests, with justification, to waes@cals.wisc.edu prior to exceeding the maximum. |
| Equipment under $5,000 |
|
Submit requests, along with justification, to waes@cals.wisc.edu and include identification of matching funds (amount and Fund-Project number) for the purchase. |
| Human Subject Incentive Payments |
|
Submit requests, along with justification, to waes@cals.wisc.edu |
| Pre-Spending |
|
Spending will not be allowed on the grant until the proposal has been fully approved by the USDA. |
| Publication/Distribution Costs |
|
Expenses associated with editorial assistance are considered legitimate publication costs. All publications must include acknowledgement of USDA support. See Formula Grants FAQ for required acknowledgement statement. |
| Purchasing Card/ Direct Charges |
|
Submit allowable charges to your departmental contact.
A 142 account cannot be used as default for purchasing cards |
| Rebudgets |
|
See WAES Receipt and Rebudget Submission Procedures for additional rebudget policy information. Submit requests as electronic attachments (PDF, jpeg, etc) to waes@cals.wisc.edu. |
| Research Assistant Appointments |
|
Exceptions require prior approval and strong justification. Submit exception requests, with justification from the principal investigator, to waes@cals.wisc.edu. Expenditures are not allowed until a request has been approved. Unused RA salary and fringe revert to CALS Research Division administrative control on a quarterly basis. |
| Research Assistant Appointment Rebudgets |
|
Requests to rebudget RA salary to supplies, student hourly, and/or travel will only be granted for up to 2 months of salary. Associated fringe reverts to WAES and cannot be rebudgeted to another category. See WAES Receipt and Rebudget Submission Procedures for additional information on the rebudget policy. Submit rebudget requests as electronic attachments (PDF, jpeg, etc) to waes@cals.wisc.edu. |
| Research Related Supplies |
|
If there a need to exceed the maximum, prior approval is required. Submit requests, with justification, to waes@cals.wisc.edu prior to exceeding the maximum. |
| Subscriptions/Memberships |
|
Submit requests, with justification, to waes@cals.wisc.edu |
| Telephone or Communications Charges |
|
Allowable telephone charges are processed via non-salary payment transfers. Submit a non-salary transfer form and a copy of the phone bill with calls related to the project highlighted to your departmental contact. |
| Travel | ||
| In and Out of State Travel |
|
Justification of travel is required when submitting documentation/receipts for review and approval. |
| Research Assistant Travel |
|
|
| Multi-state Travel |
|
Substituting a WI representative for Multi-state travel requires prior approval from WAES. Submit requests to waes@cals.wisc.edu |
| Tuition Remission |
|
|
| Vehicle Maintenance and Repair Costs |
|
Exceptions require prior approval and strong justification. Submit requests, with justification, to waes@cals.wisc.edu. |