Finance and Budget

University Controller’s Office

Grants & Contracts Forms

  • Detailed below are a list of G&C Forms currently in use as well as some helpful information regarding their use. The first three listed utilize the JotForm platform and we have provided short videos on how to fill them out. Below that are the other forms currently in use by G&C, which can be submitted directly to gcavcu@vcu.edu upon being filled out. 

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


    Advanced Index Request Form

    This form is to be used when there is a significant and demonstrated business need to have a Grant ID and Index established in Banner prior to the award being executed by the sponsor. 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 in the “Justification” section as possible to expedite the review process. 

    Lastly, in order to fill out the form, the RAMS-SPOT proposal record must have the project start/end dates filled in. Please use the link below to complete an Advanced Index Request. 


    Cost Transfer Request Form

    Any expense that is being 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 approval or denial of the request. Moreover, an email of approval will also contain an attachment detailing what was keyed in Banner. Additional details regarding cost transfer requests can be found on our cost transfer webpage. 


    Fixed-Price Closeout Form 

    For sponsored awards that are classified as a Fixed-Price Agreement, G&C requests that departments utilize the form below to initiate the closeout process. For those with a residual balance, please utilize the form to indicate the distribution of said balance or request 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 and must be approved by G&C, the respective departmental dean and/or vice president. 


    Pre-Closeout Action Form

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

    Sub-Index Request Form

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

    Additional Forms Used by G&C