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Application Final Report FormFUNDING FAQS
Q: How do I access the money from my Fulton award?
A: Fulton awards are transferred to the research account of the faculty applicant or sponsor (the account code is listed in the detail section of your award announcement). Project expenses are paid directly by BYU using the appropriate payment mechanism (i.e., purchasing card, purchase requisition, accounts payable check, payroll direct deposit, etc.) and charged to the faculty account. Out-of-pocket expenses for travel only may be reimbursed via an Extensity Expense Report.
Q: May I get a cash advance for travel?
A: Employees of the university (including student employees) may request a cash advance with an Extensity Trip Plan. If you are not an employee, your faculty advisor may, at his or her discretion, request a cash advance on your behalf. By so doing, he or she accepts the responsibility for accounting for the advance on an Extensity Expense Report and repaying any surplus.
Q: Must I submit a Trip Report if I don’t need a cash advance?
A: Yes. All overnight travel paid for by BYU is subject to the BYU Travel Policy which requires both a pretravel Trip Report and a post-travel Expense Report. If you are not a BYU employee, the reports will be submitted by an employee proxy (usually your Department Secretary) on your behalf.
Q: May I book my own airfare?
A: No. You are welcome and encouraged to research fares on your own, but tickets must be purchased through the BYU Travel Office.
Q: Do I need to provide receipts for my travel expenses?
A: Yes. Receipts must be provided with your Expense Report for reimbursement of out-of-pocket expenses and to reconcile expenses paid directly by BYU.
Q: How do I get cash for research subject incentives?
A: Your faculty sponsor may apply for a temporary cash fund.
Q: What if my actual expenses differ from the proposed budget?
A: The funds may be spent only for the approved purposes. We recognize, of course, that your proposed budget is an estimate; therefore you may make minor reallocations within or among the funded categories (i.e., wages, supplies, travel). You may not use the funds for any expense category not included in your proposed budget, or toabsorb costs noted in your award announcement as excluded or capped by the review committee.
Q: How are surplus funds returned?
A: Report the surplus in your Final Report (Question #5). The declared amount will be withdrawn from the faculty research account and returned to the endowment.
Q: Why is my Final Report listed as overdue when my project isn’t finished?
A: Your due date is based on the end date of your project as expressed in your proposal timeline. If you experience delays and your end date slips, submit a request for a timeline extension, with justification, to your department chair.