Fall Term Information for Phillips Academy Families

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Guidelines For Grant Recipients

Congratulations on receiving an Abbot Grant. Abbot Grants have been awarded since the merger of Abbot and Phillips academies in 1973. They are designed to make the school a better place to live, study, and work; to extend the wisdom that has been accumulated from the nearly 400 years of Abbot and Andover educations beyond 01810; and to memorialize the contributions that Abbot Academy made to the education of women.

Below are the guidelines for you to follow before, during, and after the activities of your grant. We are delighted to be able to fund your proposal and look forward to hearing about your project and its success!

General Guidelines

  • Grant funding may be used only for the purpose(s) designated in your proposal. A change in purpose must be approved by the AAF board of directors.
  • All items purchased with grant monies become the property of Phillips Academy.
  • All Abbot Academy Fund grants must credit the Abbot Academy Fund in accordance with the guidelines outlined below.
  • A Final Report must be submitted as soon as the project is completed. Abbot Grant Final Report

Accessing Your Funds

IDENTIFY THE NAME OF YOUR GRANT ON ALL PAPERWORK. Each grant is assigned its own account number. Contact Mrs. Traub at btraub@andover.edu or Mrs. Vilma Simeqi for this number.

There are four types of funds requests. Please select your type(s) and submit accordingly:

  1. Check Requisitions: If you are requesting payment for an organization or an individual not employed by Phillips Academy, please complete a Check Requisition Form. You will need a full name, complete address, and a tax ID or social security #. Please write “Abbot Grant,” the name of the grant, and the purpose of payment on the form. Please sign the form and submit it electronically to accountspayable@andover.edu, Comptroller’s Office (2nd floor GW) for processing. This form is accessible on PA Net – Faculty/Staff Tab and in the Comptroller’s Office, 2nd floor GW.
  2. Invoices: If you are requesting payment of an invoice, please write on the invoice “Approved for Payment,” and sign and date the invoice. Please also write “Abbot Grant” and the name of the grant on the invoice and submit the invoice electronically to accountspayable@andover.edu.
  3. Reimbursements: Credit card purchases should be made by the faculty/staff advisor to the grant. Advisors should use their Academy AMEX card to for all expenditures. Students should not charge items on personal credit cards. Advisors who do not have an Academy credit card should contact the Dawn Gallagher in the Comptroller’s Office. Students requesting reimbursement: please complete an Expense Report Form, attach receipts, and write “Abbot Grant” and the name of the grant on the form. Please sign and date the form and submit it to Vilma Simeqi, Comptroller’s Office (2nd floor GW) for processing. This form is accessible on PA Net – Faculty/Staff Tab and in the Comptroller’s Office, 2nd floor GW. PA employees must use Chrome River to request reimbursements, and cannot use the form.
  4. Stipends: If your Abbot Grant is considered a Payroll Stipend (faculty and staff only), please e-mail Tina Rioux trioux@andover.edu stating that you have completed your work and request that your stipend be processed and included in your paycheck. Please include the name of the Abbot Grant in your e-mail.

    If you have any questions or need additional assistance accessing your funds, please contact Mrs. Traub at btraub@andover.edu.

    Acknowledgments and Credits

    Crediting Abbot for your grant is not only a way to say “thank you”, it also spreads the word about the Abbot Academy Fund, the work it does for the school, and the opportunities it provides for members of the Academy like you. All grantees must credit the Abbot Academy Fund with the following acknowledgment at every possible opportunity:

    (Insert name of event / performance / publication, etc.) is made possible (in part, if applicable) by a grant from the Abbot Academy Fund, continuing Abbot's tradition of boldness, innovation, and caring.

    The following is a list of specific verbal and written acknowledgement requirements, as it applies to your specific grant:

    • verbally, at the beginning of each event, performance, or broadcast
    • printed materials including posters, fliers, pamphlets and other handouts
    • any time the project is covered in the following:

    All grants that are for physical products or involve creating physical product(s) shall have a plaque, sticker, or print affixed to the product(s) acknowledging the AAF and may simply say, “Made possible (in part, if applicable) by the Abbot Academy Fund”.

    Use the #abbotacademy fund hashtag in any social media activity associated with your project.

    If you have any questions regarding appropriate acknowledgement of the Abbot Academy Fund, please contact Caroline Odden at ceodden@andover.edu or Belinda Traub at btraub@andover.edu.

    Carryovers

    Please be advised that you must submit all expenses related to your grant prior to June 30 of the fiscal year of your grant award. After this date, all unexpended funds will revert back to the Abbot Academy Fund. The AAF board will consider a written request to carry over funds into the next fiscal year in the following circumstances:

    • the specific project funded has not been completed
    • the project has been completed but still has expenses outstanding.

    Carryover requests are considered on a case-by-case basis and must be submitted no later than June 30. You must receive written approval from the Board of Directors before proceeding to spend grant funds after June 30.

    If you are requesting a carryover, please complete the form, ABBOT GRANT FINAL REPORT, which includes a section on Carryover Requests. If you have any questions about this process, please contact Mrs. Traub btraub@andover.edu or Ms. Caroline Odden ceodden@andover.edu as far in advance of the deadline as possible.


    Interim Updates

    Throughout the grant period, we encourage grantees to provide the Board with photographs, videos, links to online photographs and videos, CDs, DVDs, etc. of their events and projects. Additionally, if your grant involves an event or performance of any type, the Board kindly requests notification, as far in advance as possible, of the date(s) and time(s) of the event(s). Board members who live in the area or are able to come to campus always welcome the chance to attend the events that we fund and experience the impact of our grants first-hand.

    All documentation and calendar information should be forwarded to Mrs. Traub btraub@andover.edu.

    Final Grant Reports

    You are required to submit an ABBOT GRANT FINAL REPORT to the Board of Directors when you have finished your project. Please include the results of the project as well as the specific impacts it has had on you, the campus and beyond. Attach relevant backup documentation including photos, videos, awards and press mentions (both on and off campus) that you have received. If you have any questions about filing your final grant report, please contact Mrs. Traub btraub@andover.edu.