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SP01 Cost Share Guidelines

SP02 Participant Support Costs

SP05 Effort and Effort Reporting

SP07 Indirect Cost Distribution

SP09 Student Stipend Payments

SP10 Participant Incentives: Gift Cards - Grants

AA01 Course Release: Grant Related

AA02 Faculty Research Funds

AA07 Faculty Roles on Sponsored Projects

Revision of budget and program plans

Award Support Forms 

Award Meeting Kick-Off Checklist

Closeout Checklist

Cost Center Request (Internal Post-Award) 

Cost Share Commitment Form (Pre-Award)

Cost Transfer Request

Ellucian Colleague Access Form

New Cost Center Request Form

Released Time for Research (RTR) Information and Forms (Pre-Award)

Travel Forms

Effort Reporting

Effort Certification Form

Non-Teaching Contracts

Adjunct Faculty Non-Standard Contract Request Form - Submitted to Solman Ahmed, Managing Assistant Director in the Provost's Office

Note: Use Object Code 51230 (adjunct) on the form

Onboarding Student Researchers

ALL Academic Specialist Documents below should be completed with the appropriate approvals before beginning the form.

Collect the following documents and upload them as a single file. 

• Candidate's resume
• Candidate's Application for Academic Specialist (completed by candidate)
• Academic Specialist Authorization to Hire Form (Page 1 is completed by the candidate, and Page 2 is completed PI/Project Director up to approvals 1 and 2)
• Job description (Created by PI/Project Director)
• Rationale for the Academic Specialist position (Created by PI/Project Director)

Note: Rehiring the same Academic Specialist, ONLY submit the

Procurement New Vendor Form

W-9 Form and Vendor Bid Forms

Reimbursement Voucher form

Important: Required process for engaging consultants:

• All Professional Services Agreements (PSAs) must be accompanied by an approved purchase order before the start of any services, regardless of whether the consultant is paid once or in installments.
• Avoid Confirming Orders—transactions entered after services have started require written CFO approval and should be avoided whenever possible to ensure compliance with university procurement policy.

Steps to Process Your Reimbursement:

To receive reimbursement for a personal credit card purchase, you must obtain prior approval from both the ORSP VP and CFO, Orley Wainberg, at orley.wainberg@kean.edu.

1. Payment:
   • After receiving approval, use your credit card to purchase as usual.
   • Keep the receipt from the transaction to attach to the requisition in ESM.
2. Vendor Setup (if you are not already a vendor in ESM):
   • Complete a W-9 form with your information.
   • Email the completed W-9 form to Patricia A. Bontempo at pbontemp@kean.edu to request vendor setup in ESM.
   • Include your contact information (email and phone number) in the email.
   • Allow 24 hours for the vendor setup to be processed.
3. Reimbursement Voucher:
   • Complete a reimbursement voucher form.
   • Email the completed voucher to CFO Orley Wainberg at orley.wainberg@kean.edu for approval.
4. ESM Final Submission:
   • The departmental administrative assistant will complete the final submission in ESM.
   • Ensure the submission includes:
     • CFO written approval.
     • Receipt(s).