Training Session –
Support for Grant Management
October 22, 2015
Carrie Mulcaire
Post-Award Management Activities
Project Director (PD)
Grant Office Support
Project Setup – Write & obtain board
approval. Project Setup. Kickoff grant
activities including work-plan review.
• Provide examples of board agenda items
Implement and conduct the project
according to the sponsor requirements
as stipulated in the terms and conditions
in the Grant Award Notification (GAN)
and in compliance with the sponsor’s
policies.
• Annual training on federal/ state gov’t
compliance (e.g. new Uniform Guidance)
• Troubleshoot compliance/regulatory related
questions as they arise
• Provide support on communication with
grant monitor
• Set up grant folder
• Help with clarifying grant roles
• Providing eg. of detailed work-plan
• With BSO, provide training on budget
Supervise all budget expenditures in
conformity with the approved budget and monitoring & spend-down
• Supportive role in developing better
the college and grant funder policies.
financial reports
• Plans for implementation of grants
management software tool
Post-Award Management Activities
Project Director (PD)
Grant Office Support
Work with your fiscal support staff to
adjust budget and expenses as
necessary. Provide supporting
documentation for financial transactions
as requested by auditor.
• Referrals to BSO documentation, and BSO
training
Complete quarterly and annual reports
as required by the funder. Programmatic
narrative approved by appropriate
supervisors. Financial reports submitted
well in advance prior to the due date to
allow for certifying these reports.
• Provide past reporting examples; advice on
how to structure progress and final report
• Plans for software to remind project
managers of reporting deadlines
Maintain detailed, accurate records of
project activities including milestones,
accomplishment and progress towards
reach of goals & objectives.
• Plans for software to help expedite the
tracking of grant performance metrics and
other reporting
Post-Award Management Activities
Project Director (PD)
Grant Office Support
Obtain grant monitor approval for
budgetary changes or changes in the
scope and objectives of the project. Notify
BSO, Grants Office (and Cabrillo
Foundation) of any grant monitor
approved budget changes, objectives, or
project scope.
• Can advise PD of budget changes before
Adhere to the College’s policies and
applicable laws regarding conflict of
interest and ensure no conflicts of interest
are involved with the project, particularly
subcontracting.
• Referral to college policies
• Troubleshoot questions
• Help engage risk management in
contracting and subcontracting matters
making requests
• Will maintain copy of basic grant records
while BSO maintains audit files
Be informed and follow all local, state and • Assist PDs in interpreting regulatory and
federal laws and policies regarding. Serve compliance matters
• Training - being a good steward of funds
as a good steward of the grants funds.
• Update college policies on compliance
when needed
Grants Office (GO)
Office Location:
Building 2551
(Across from the BSO on Lower Campus)
831.477.3566 – Carrie
Main Tel: 831.479.6481 – Evie
http://www.cabrillo.edu/services/grants/
Grant Awards
Overview of Fiscal Responsibilities
OVERVIEW
Budget
Development
Fiscal Activities
During the Year
Year End Close
Process
BUDGET DEVELOPMENT
Project Director/Manager
• Based on award letters:
• Develop line item budget detail for
revenues and expenses
• Review of budget for completeness
and accuracy
• Provide narrative as requested for
audits and Preliminary and Final
Budget development
Support and Tools Available
• Division Accounting Specialists
and/or Other Component
Support
• Quarterly User Group Meetings
• BSO staff available to provide
training, guidance and oversight
• PCN information provided by BSO
• Café Stipend and Mandatory
benefit rates provided by BSO
and HR
• Ellucian Reports Available
• GLBR (YTD actual, budget
comparison)
• GLTB (YTD transactional detail
reports)
• SQL Reports (TBD)
FISCAL ACTIVITIES DURING THE
YEAR
Project Director/Manager
• Ensure fiscal compliance requirements are
met
• Review recording of fiscal transactions for
accuracy and completeness (both actual and
budgetary as well as revenues and expenses)
• Provide accurate and timely reporting of fiscal
activity as required by grantor and regulatory
agencies
• Compile and provide fiscal data and narrative
for quarterly and annual reports
• Maintain pertinent and relevant source
documentation
• Assist in providing data as requested during
Federal, State and other regulatory audits
• Develop budgets for pertinent grant proposals
as part of the application process
Support and Tools Available
• Division Accounting Specialists and/or Other
Component Support
• Quarterly User Group Meetings
• BSO staff available to provide training,
guidance and oversight
• BSO certifies quarterly and annual reports
• Business Office Guide:
http://www.cabrillo.edu/internal/businessoffi
ce/documents/BSOGuide100715.pdf
• BSO Tutorials:
http://www.cabrillo.edu/internal/businessoffi
ce/
• Ellucian Reports Available
•
•
•
GLBR (YTD actual, budget comparison)
GLTB (YTD transactional detail reports)
SQL Reports (TBD)
YEAR END CLOSE PROCESS
Project Director/Manager
• Based on award letters:
• Review activity for completeness and
accuracy
•
•
Align revenue and expense budgets
Align revenues with grant awards
•
•
Review expenses for compliance with grant
requirements
•
•
•
•
Deferrals and Receivables
Establish liabilities as needed
Resolve outstanding funding issues
Prepare annual reports
Provide information as requested by
auditors
Support and Tools Available
• Division Accounting Specialists
and/or Other Component Support
• Quarterly User Group Meetings
• BSO staff available to provide
training, guidance and oversight
• BSO audits and reviews
transactions. Brings unusual items
to department’s attention for review
and correction
• BSO certifies annual reports
• Ellucian Reports Available
• GLBR (YTD actual, budget comparison)
• GLTB (YTD transactional detail reports)
• SQL Reports (TBD)
UPCOMING TRAINING
OPPORTUNITIES
• Quarterly User Group Meetings
• Opportunity to:
• Network with colleagues
• Share information
• Hold round table discussions and share ‘best practices’
• Identify areas for training
• Schedule training on a ‘as needed’ basis
Next Steps – User Group Meetings
• Who: Project Directors, Fiscal Support; GO and BSO to
convene folks and help set agenda
• When: Quarterly meetings
• Topic examples (but not limited to):
- Budget monitoring, cash flow projection & spend-down
- Use of needed tools (e.g. budget workbook)
- Compliance matters
GO & BSO will be inviting individuals for the
first meeting in Early 2016
QUESTIONS?