Loyola University Chicago

Sponsored Program Accounting

FAQs

Frequently Asked Questions

Accounting units are generally serviced by the Financial Services division by range.  You can reference the accounting unit ranges and types at the Chart of Accounts Structure page.  A general guide is listed below.
 

1037xx to 103999
Research Incentive

HSD Finance- prepares & monitors appropriations

SPA Accountants- manage expense
1034xx to 103499
RFC

HSD Finance- prepares & monitors appropriations

SPA Accountants- manage expense

103xxx
RSE
HSD Finance- prepares & monitors appropriations, manage expense

1047xx

RSE

Lakeside ORS -prepares & monitors appropriations

SPA Accountants- manage expense

1048xx

Faculty Startup

PI's Sponsoring Department- prepares & monitors appropriations

SPA Accountants- manage expense

2xxxxx SPA Accountants
4xxxxx General Accounting  or call 312-915-8716
5xxxxx
SPA Grant Administrators‌, by department

Click on this link for a Chart of Accounts listing.

Our tax ID number is 36-1408475.  You can see a list of other important numbers and designations on our Legal Codes page.

SPA has created a detailed walkthrough for generating select SPA reports in Webfocus. Access the tutorial here: Generating Select Reports in WebFOCUS (PDF).

Use the Grant Available Balance tutorial for step-by-step instructions on how to use WebFOCUS to access available balance information.

Use the Gift Available Balance tutorial for step-by-step instructions on how to use WebFOCUS to access available balance information.

The current fringe benefit rates are available on our rates page.

The current indirect cost (facilities and administration) rates are available on our rates page.

The current mileage rate is available on the finance department's website on their mileage reimbursement page.

The current daily meal allowance or "per diem" is linked to the Finance department's travel policy page. The allowance per meal and list of the cities that are considered exceptions are also noted.

https://www.luc.edu/finance/expensepolicy.shtml

https://www.luc.edu/finance/perdiem.shtml

SPA mailing address & other contact information:

820 N. Michigan Ave
Lewis Towers 1300
Chicago, IL 60611

Phone: (312)915-8730
Fax: (312)915-8745

General Inbox: GRNTCON@luc.edu
Webpage: http://www.luc.edu/spa/index.shtml

 

 

Click here to go to the general financial services FAQ page.

Grant expenditures follow posted University policies in addition to sponsor-specific policy.  Sponsor-specifiy policy may be either more restrictive than University policy or less, however, grant expenditures should follow the more restrictive guidelines, sponsor or University.

 

Grants are also reliant on timing.  Timeliness of posting charges, reviewing for correctness, and requesting adjustments within a reasonable amount of time is important to successfully manage a grant.

 

A good place to get started to learn about grants is to review the Policies & Procedures posted to the SPA site and materials provided by the grant sponsor to determine the requirements to manage the funding.  Additionally, you may request training from SPA for yourself or a group by clicking the Training Request button located on the left side of the SPA homepage.

Unlike your personal credit card, charges with a University ProCard are not automatically viewable on your accounting unit.  ProCard charges are collected each billing cycle, downloaded, and posted to your AU on a fixed schedule determined by the ProCard Office.  ProCard "swipes" on the last few days of the month may skip posting the following month and instead post to your AU the month after that, 2 months (approx 5 weeks) after the "swipe".  The billing cycle ends on the 27th of the month or if the date falls on a weekend or holiday, on the next business day. 

***See sample calendar below. ***

If ProCard was swiped on April 28th the charge will not post in April or May, but will post the first week of June on June 2nd and will be viewable on reports at that time.  Simply, charges on the 27th or before will post to your AU on the 1st instance of DL#2 (in dark blue) and charges after the 27th will post to your AU on the 2nd instance of DL#2 (in dark blue) as noted on the ProCard Calendar of Events.  Here, the neon blue highlighted days are all the same billing cycle that will post June 2.

Find the current ProCard Calendar of Events online at https://luc.edu/finance/procard.shtml.  If you have questions about when your ProCard charge will post to your AU, please contact the ProCard office directly at ProCard-Admin@luc.edu.

 

 

ProCard charges are downloaded from the PNC system on a set schedule. If you do not make changes in the PNC system before the download occurs, the updated information stored in the PNC system will not be incorporated into the download. Further, changes made in the PNC system after the download occurs will never be automatically reflected on your reports. If changes need to be made after the download occurs, an expense transfer form will need to be submitted.  Please see Online Forms https://www.luc.edu/finance/forms.shtml for the expense transfer form to move a charge to the correct place.

The University is a non-profit entity and typically cannot pay sales tax on purchases made in the state of Illinois. Out of state sales tax may be reimbursable. Please contact the Purchasing department for more information regarding the University sales tax exemption and see the policy at https://www.luc.edu/purchasing/purchmanual/univpolicies/index.shtml.

See our “Obtaining Access” link https://www.luc.edu/spa/obtainingaccess/ for help finding some of the most common access request locations.  Access is requested from the granting department for that system, function or resource and is not managed by SPA.