Policies & Procedures for Spending CI Funds

• Each CI project has a separate budget and account number in the department of the primary team leader.
• Funding each semester is based on the budget request and the number of students in the CI team as of the last date to drop a class or withdraw without a W grade (about 2 weeks into the semester). Half of the total annual budget request is awarded in the fall and the remaining half in the spring. 
• You and your department staff are able to look up your budget balances in the Clemson CUBS system or on the Faculty Business Information System (FBIS).
• All CI funds must be spent by March 27 each year.
  • This means: purchases made, items received, and invoices paid.

• All expenses must align with the budget request and justification for the project (outlined in the project proposal).
• All invoices and receipts are handled within the department of the CI team leader.
• You and/or your department staff will make purchases for your CI project. Check budget balances on FBIS or with your department accountant before you spend!

• Funds for travel can support CI mentor travel to accompany students for field studies. 
• Conference travel is supported via a conference travel grant, these funds are in addition to your regular budget
  • Up to a quarter of the conference grant can support the mentor travel to the conference.
• Check with your department/college about required prior approvals for travel.
• Use the Clemson travel forms and/or the forms required by your department and college.
• Follow the rules in your department/college for approval of Domestic travel.
• All travel must follow university policies and procurement procedures. Appropriate departmental and/or college permissions are required.

• Consult the CU Disbursement Grid for information on purchases using State and Grant funds. (http://www.clemson.edu/procurement/documents/DisbursementGrid.pdf)
• All purchases must conform to state and university financial regulations.
• All CI funds must be spent on the student projects.

• CI funds cannot be used for faculty professional development.
• CI funds cannot be used for any salaries (faculty, staff, undergraduate students or graduate students) or honoraria for outside speakers.
• CI funds cannot be used to purchase food for Clemson University faculty or staff.
• CI funds cannot be used to purchase laboratory, office or other equipment/furnishings.

• Review the Incentive Cards Policy page.
• Incentive Gift Cards for research participants require Institutional Review Board approval.
• Submit the Institutional Review Board approval letter and the Statement Responsibility Form in BuyWays when requesting the incentive cards.
• Incentives should be completely disbursed within the 90 days of receipt of the cards. If the project or need to distribute continues beyond that time frame, multiple incentive request must be made to provide for a reasonable and timely accounting of funds.
• Research Incentive Distribution Log as well as supporting documentation should be submitted to your Department's accounting person and should be attached to the original requisition in buyWays.
• For more information see Cash Receipting.

• Travel funds for conferences and meetings must be requested through CI Travel Grants.
• These funds support travel for undergraduate student presentations at professional conferences.
• Up to ¼ of the travel grant award may be used to partially support the mentor.
• CI travel grants are intended to be partial support.
• All travel must follow university policies and procurement procedures. Appropriate departmental and/or college permissions are required.

• All regular CI project supply and travel funds must be spent by March 27 each year.
  • This means: purchases made, items received, and invoices paid.
• Conference travel grants must be used (processed through Concur) within two weeks of travel.
• Publication grants must be processed within one month of award.
• Summer CI supply expenses must be used by June 14.

• Expenses for each project should reflect the budget justification of each project.
• Excessive use of funds for refreshments is discouraged.
• Computers and other technology purchases need to be minimal and must be in the budget justification and approved by the CI Office.
• These funds must be used during the academic year. Budgets from one academic year (i.e., 2020-2021) do not carry over into the next year (i.e., 2021-2022).

Up to 40 Summer CI + UR awards will be offered to undergraduates each summer.  These awards are for undergraduate student summer salary and will be budgeted into the appropriate CI account. More information can be found here.