Accounting Procedures for Mini-Grants

Funds are transferred via the OASIS online system from OID to the requesting department using the FAU provided by the department.

Departmental accountants (AAs or MSOs) supply OID with an account number at the beginning of each fiscal year. OID does not generate account numbers. Please refer to internal departmental records for the account number used for mini-grants.

OID uses only 09505 and 19904 fund numbers. No 19900 money is used for mini-grants. According to university accounting guidelines, funds cannot be crossed.

Fund number 09505 is used for field trips, instructional media, and slides. Fund number 19904 is used for honoraria, minor projects, and departmental TA training programs.

OID does not issue checks to guest speakers or to vendors; the home department is responsible for paying invoices with transferred funds.

For more information on visa restrictions for distinguished guest speaker honoraria, contact the Payroll Office (Michael Sattin) at (310) 794-8718.

The departmental accountant is responsible for reconciling all expenses for various mini-grants received during the fiscal year.

Mini-grant funds are approved for use only by a specific instructor for a particular course or project, and may not be redirected. Any other use of the funds, or additional sums needed above the approved amount, must be requested in writing to OID.

Positive balances in both mini-grant fund numbers (09505 and 19904) are automatically returned to OID at the end of each fiscal year by General Accounting.

Departments must formally request from OID that funds be carried forward at fiscal closing. An OID carry forward form must be filled out by the departmental accountant. These forms are mailed out to the department by OID in late May or early June and must be returned by the date specified in the OID cover letter. Carry forward funds are returned to the department in August, after they have been received in OID accounts at the opening of the fiscal year.

Negative balances are not transfered back to OID at the end of the fiscal year. They must be covered by the department.

Liens or encumbrances may be carried on the department's mini-grant account. OID will return the funds to cover the liens or encumbrances at the opening of the next fiscal year upon completion of the carry forward form as noted above.