APU Grants Hub
Office of Research and Grants
award Financial management
Allowable costs must be R-A-L-A-U.
Reasonable - Reasonable costs are typically judged by what a “prudent person” would do given the circumstances when the decision was made.
Allocable - Allocable means the costs are consistent with the relative benefit received by the program.
Limitations - Know the budget. Check with the Principle Investigator or Program Director (PI/PD).
Adequate Documentation - Costs must be adequately documented to be allowable. Without adequate documentation, the spending could be disallowed and the grant recipient may have to pay back the money.
Uniformly Applied - requires the grant recipient to demonstrate that policies are applied uniformly to all activities, not just Federal awards.
Paying individuals for service to APU
Step 1: download Engaging Individuals for Service to the University
Access online form through home.apu.edu/ HR Total Access. Click on Everyday Links and choose "Forms" and "Show only Human Resources forms". The form is under SPECIAL ASSIGNMENT PAY FORMS" section
Step 2: Depends on whether you are non-APU or APU employee (see below)
Non-APU employee
1. Independent Contractor/Consultant
Access online form through home.apu.edu/ HR Total Access. Click on “Add New Request” under Service Request System and select "Independent Contractor for a non-APU employee" (Example)
2. Temporary Employee (Temporary Position Requisition Form)
Access online form through home.apu.edu/ HR Total Access. Click on Everyday Links and choose "Forms" and "Show only business office forms"
3. Honorarium Payment Request (Online)
Access online form through home.apu.edu/ HR Total Access. Click on “Add New Request” under Service Request System and select "Payment - Honorarium Payment for a non-APU employee" (Example)
APU employee
1. Hiring Student Employees
Access online form through home.apu.edu/ HR Total Access. Click on “Add New Request” under Service Request System and select "Student Employment Requisition"
Follow the steps listed on the Office of Student Employment website
2. Cost Center Change Request Form
Access online form through home.apu.edu/ HR Total Access. Click on Everyday Links and choose "Forms" and "Show only Human Resources forms" The form is under HIRING AND EMPLOYMENT" section
3. Extra Services Payment Request (Online)
Access online form through home.apu.edu/ HR Total Access. Click on “Add New Request” under Service Request System and select "Payment - Extra Services Payment (ESP) for active APU employee". ESPs should be used in limited circumstances for exceptions/one time engagement (Example)
4. Change Request Form
Access online form through home.apu.edu/ HR Total Access. Click on Everyday Links and choose "Forms" and "Show only Human Resources forms" The form is under HIRING AND EMPLOYMENT" section
5. Promotion/Salary Increase Request Form
Access online form through home.apu.edu/ HR Total Access. Click on Everyday Links and choose "Forms" and "Show only Human Resources forms" The form is under HIRING AND EMPLOYMENT" section
6. Temporary Staff Extension Request Form
Access online form through home.apu.edu/ HR Total Access. Click on Everyday Links and choose "Forms" and "Show only Human Resources forms" The form is under HIRING AND EMPLOYMENT" section
7. Buyout transfer, contact Carrie Ullmer, Director of Grants Management at 626-857-2442
Paying services, travel and goods
Using the most descriptive expenditure code
PeopleSoft Expense Account List
Access online form through home.apu.edu/ HR Total Access. Click on Everyday Links and choose "Forms" and "Show only business office forms". The list is listed under "Grants Administration"
Additional Forms
Access most of the online forms below through home.apu.edu/ HR Total Access. Click on Everyday Links and choose "Forms" and "Show only business office forms" except the "Gift Card Distribution Log".
1. Actual Expense Transfer Request Form
2. Check Request
3. Wire Request/Budget Authorization Form
4. Expense Reimbursement Form (concur.apu.edu)
5. Mobile Device Allowance
Grants Lifecycle
Pre-Award
Post-Award
