Grants & Contracts Forms

We are currently working on updates to several of our forms to streamline processing times further. Stay tuned for release dates!

• Below is a list of G&C Forms currently in use, along with helpful information on their use. The first three listed utilize the JotForm platform, and we have provided short videos on how to fill them out. Below are the other forms currently in use by G&C, which can be submitted directly to gcavcu@vcu.edu once filled out. 

  Should you have any additional questions, please reach out to gcavcu@vcu.edu. 

  
  

  Advanced Grant ID Request 

  This form is to be used when there is a significant and demonstrated business need to establish a Grant ID and Index in Banner prior to the sponsor executing the award. Reasons include, but are not limited to, approved pre-award spending, clinical trial start-up costs, and allocation of effort to ensure proper award management. When filling out the form, please provide as much detail as possible in the “Justification” section to expedite the review process. 

  Lastly, to complete the form, the RAMS-SPOT proposal record must include the project start and end dates. Please use the link below to complete an Advanced Index Request. 

  • Advanced Grant ID Request 

  Cost Transfer Request Form

  Any expense transferred to a sponsored 5-ledger index/fund more than 90 days after the end of the month in which the charge first occurred requires pre-approval by G&C before the transfer can be keyed in Banner. All requests should be submitted via the cost transfer request form (linked below). Please note that if your request is approved, this form contains an automation component that will key the JV or PHARED for you in Banner Finance. 

  Users of the form will receive two emails from ctransferprod@vcu.edu: one confirming submission of the request and one notifying you of its approval or denial. Moreover, an email of approval will include an attachment detailing what was keyed into Banner. Additional details about cost transfer requests are available on our cost transfer webpage. 

  • Cost Transfer Request Form
  • VCU Post 90 Day Cost Transfer Requests Overview and Examples
  • Short Video: How to Submit a Labor Cost Transfer Request
  • Short Video: How to Submit a Non-Labor Cost Transfer Request (Coming Soon!)
  
  

  Fixed-Price Closeout Form 

  For sponsored awards classified as Fixed-Price Agreements, G&C requests that departments use the form below to initiate the closeout process. For those with a residual balance, please use the form to indicate how the balance should be distributed or to request that a new pool account be created. 

  Additionally, per the Financial Closeout of Sponsored Awards policy, when an award is set to close with a residual balance greater than 10% of the overall project budget, an explanation of the outstanding balance will be required. G&C must approve it, along with the respective departmental dean and/or the vice president. 

  • Fixed-Price Closeout Form
  
  

  Pre-Closeout Action Form

  To help ensure a timely closeout process, G&C requests that departments use the Pre-Closeout Action Form. As part of this process, Fiscal Administrators associated with sponsored project(s) in Banner will receive automated notifications at 90, 60, and 30 days before the project end date, with a link to the form.

  • Pre-Closeout Action Form                                                   

  Sub-Index Request Form

  To ensure accuracy in Banner Finance and minimize administrative burden, G&C requests that departments use the Sub-Index Request Form below to request internal sub-indices. This form should be used after a Grant ID and home index have been created.  

  • Sub-Index Request Form                                               

  Additional Forms Used by G&C

  • Budget Reallocation Request

  • Certification of In-Kind Cost Sharing

  • Cost Share Authorization Form

  • NIH Final Invention Statement & Certification - Form HHS 568