FISCAL GUIDELINES & GRANT TERMS
2015-16 Faculty Learning Community Initiative Grants
The State Board for Community and Technical Colleges reserves the right to make changes to this
document due to, but not limited to, federal, state, or local legislation or policy changes.
CONTENTS
BUDGET & INVOICING GUIDANCE ................................................................................................................ 2
Budget Categories ..................................................................................................................................... 2
Salaries, Wages, and Benefits ............................................................................................................... 2
Goods and Services ............................................................................................................................... 2
Travel..................................................................................................................................................... 2
Contracts ............................................................................................................................................... 3
Budget Revisions ....................................................................................................................................... 3
Invoicing .................................................................................................................................................... 3
GRANT TERMS & INFORMATION .................................................................................................................. 4
General...................................................................................................................................................... 4
Allowable Activities ................................................................................................................................... 4
Allowable Costs ......................................................................................................................................... 4
Expenditure Accounting............................................................................................................................ 4
NACUBO Code ....................................................................................................................................... 4
Records Retention..................................................................................................................................... 4
Savings ...................................................................................................................................................... 4
Contacts .................................................................................................................................................... 4
FY16 FLC Fiscal Guidelines & Grant Terms
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BUDGET & INVOICING GUIDANCE
2015-16 Faculty Learning Community Initiative Grants
Budget
Categories
Based on the budget activities below, you must determine how much of each activity
will be budgeted in each budget category (also known as a “budget column”). The
following is an overview of each budget category.
Salaries, Wages, and
Benefits
Salaries, wages, and benefits associated with staff directly involved in grant
activities and paid in full or in part from this grant.
Grant funds may be used to pay to provide a nominal amount of pay for faculty or
staff to coordinate the FLC but may not be used to compensate for FLC members’
time while participating in FLC activities.
In your budget narrative, please be sure to include position title to be funded by the
grant, percentages of effort/FTEF/hourly wage/stipend information, and a brief
description of duties as they relate to the grant.
Examples:
Faculty stipend, 1 stipends at $100, coordination of FLC activities
Faculty Lead, 4 hours at $30/hr, coordination of FLC activities
Goods and Services
Goods: Items with an individual acquisition cost of $5,000 or less or a useful life of
less than one year or services necessary to carry out grant activities.
Services: Services of a routine nature necessary for carrying out grant activities.
Note: Contracts with other public entities/community colleges are considered
services and must be budgeted here.
Examples: books or other resources, office supplies, professional memberships,
registration fees for applicable training/workshops, working meals for state/CTC
employees, refreshments
Travel
Expenditures for transportation, meals, hotel, and other expenses associated with
traveling related to allowable grant activities. Reimbursement for travel costs must
be within OFM travel rates and regulations which can be found in the State
Administrative and Accounting Manual (SAAM) at
http://www.ofm.wa.gov/policy/10.90.htm. Please note, if grantee reimburses
travel to a sub-grantee/sub-contractor under this grant, the same OFM travel rates
and regulations must be applied.
Examples: Travel to Faculty Learning Community meetings, travel to applicable
trainings/workshops/conferences including the Pacific Northwest Higher Education
Assessment, Teaching and Learning Conference
FY16 FLC Fiscal Guidelines & Grant Terms
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Contracts
Professional or technical services provided by a consultant (contractor) to
accomplish a specific study, project, task, or other work statement. Please note
that the rules that apply to the grantee (the college) under this grant must also be
applied to the contractor.
Example: Contracts for subject matter experts
Budget Revisions
SBCTC approval of a revised budget is required if there is more than a 10% variation
in expenditure levels by main budget categories. Budget revisions must be
submitted to SBCTC via the Online Budget & Invoicing System (OBIS –
http://apps.sbctc.edu/obis) no later than June 15, 2016.
See the OBIS user manual (available in the “Resources” section of OBIS) for
information on how to create and submit a budget revision.
Invoicing
Funds for this grant must be claimed on a reimbursement basis. No payments in
advance of or in anticipation of goods or services provided under this grant shall be
requested or paid. All costs must be reported for the period incurred.
Reimbursement requests must be submitted at least quarterly, but not more than
monthly using the Online Budget and Invoicing System (OBIS –
http://apps.sbctc.edu/obis2). All costs must be submitted for reimbursement in
accordance with the schedule shown below.
For expenses incurred:
July 2015 – September 2015
October 2015 – December 2015
January 2016 – March 2016
April 2016– June 2016
FY16 FLC Fiscal Guidelines & Grant Terms
Invoice no later than:
October 31, 2015
January 31, 2016
April 30, 2016
July 14, 2016
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GRANT TERMS & INFORMATION
2015-16 Faculty Learning Community Initiative Grants
General
Funding for these grants are provided from state funds.
Allowable
Activities
Activities authorized under this sub-grant are as approved in your project request.
Allowable Costs
All expenditures submitted for reimbursement under this grant must be necessary
and reasonable for proper and efficient administration of the grant.
Applicable Washington State Regulations
The State Administrative and Accounting Manual (SAAM) must be followed:
http://www.ofm.wa.gov/policy/default.asp
Expenditure
Accounting
These funds must be kept in an account separate from all other funding sources.
For colleges these funds must be accounted for in grant and contract (fund 145).
SBCTC reimbursement for this grant must be coded to object SX (611100 for
colleges in ctcLink).
NACUBO Code
The following are suggested NACUBO codes. Colleges may use other codes as
appropriate.
Professional Development: 144
Records
Retention
Financial management systems shall reflect accurate, current, and complete
disclosure of all cost expenses for grant activities. Grant recipients must maintain
books and records, supported by source documentation, that sufficiently and
properly reflect the source of funds and all costs expended for program purposes.
These records and financial statements are subject to inspection, review,
reproduction, and/or audit by SBCTC or its designee for at least six years after the
dispersal of funds, the termination or expiration of the contract, or the resolution of
litigation or audits related to the program, whichever is latest. Additional
information on records retention may be found on the web:
http://www.sbctc.ctc.edu/docs/general_retention_schedule.pdf
Savings
In the event funding from the state is withdrawn, reduced, or limited in any way
after the effective date of this contract and prior to normal completion, the SBCTC
may terminate the grant without notice, subject to renegotiation at the SBCTC’s
discretion under those new funding limitations and conditions.
Contacts
If you have any questions, please contact:


Michele Rockwell / 360-704-4343 / mrockwell@sbctc.edu
Susan Wanager / 360-704-4344 / swanager@sbctc.edu
FY16 FLC Fiscal Guidelines & Grant Terms
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