ADMINISTERING YOUR GRANT AWARDS

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ADMINISTERING YOUR
GRANT AWARDS
OFFICE OF UNIVERSITY ADVANCEMENT
OFFICE OF SPONSORED PROGRAMS
THE BASICS
1) Who manages grants?
2) What is the difference between purchasing for grants vs.
departmental purchasing?
3) Does grant management differ by sponsor or sponsor type?
4) Who do I contact with financial questions?
• Kristy Carpenter
WHAT IS GRANTS MANAGEMENT?
• Effective grants management is a process of monitoring
federal/state/private awards including project
resources, activities, and results.
• What is the purpose of Grant Management?
• Accountability
• Ensuring grant activities are in line with the scope of the project
WHY DO WE HAVE TO MONITOR
GRANTS?
• Provides oversight as required by agency
• What are they doing?
• What are they planning to do?
• What did they say they would do?
WHEN DOES GRANT MANAGEMENT
BEGIN?
• When we receive the award letter
• A fund # is created by Kristy after I receive paperwork from our
Pre-Award staff
• Your grant accountant will set up the budget for the year in
Banner using a detailed budget form based on the sponsorapproved budget. If they do not have this info, they will contact
you.
• The PI is e-mailed with the fund number
• How do I get myself and my staff access to the grant
account?
e-mail: [email protected]
UNDERSTANDING BUDGET SCREENS
UNDERSTANDING BUDGET SCREENS
UNDERSTANDING BUDGET SCREENS
UNDERSTANDING BUDGET DETAIL
UNDERSTANDING BUDGET DETAIL
NEED TO KNOW WHO GOT PAID?
Access for salary detail is not granted to Project
Investigator (PI’s) and their staff
*Call or e-mail Kristy for Salary Detail Reports
PUTTING IT INTO EXCEL
ALLOWABLE COSTS
• Must advance project objectives
• Are the costs incurred specifically for the award?
• Costs cannot be shifted from another award
• Costs must be in the sponsor-approved budget
• Never:
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•
•
•
•
Alcohol
Contingency funds
Lobbying costs
Alumni Activity
Goods/services for personal use
• Differs per sponsor. If a sponsor agreement says “no” – this trumps
Cost Principals: no means no. Check with OSP or University
Advancement.
MY COST IS ALLOWABLE: CAN I
CHARGE IT?
• Cost must be Allocable- clearly defined for one project
(i.e.- printer paper is not usually allocable)
• Cost must be Reasonable- buyer used prudence and like
buyers would do the same in like circumstances
• Cost must be Consistent- across University, other
accounts, project periods
OMB CIRCULARS
Assistance to Colleges and Universities
Administration Of Grants A-110
•
http://www.whitehouse.gov/omb/circulars_a110
Cost Principles A-21 (Allowable Costs)
•
http://www.whitehouse.gov/omb/circulars_a021_2004
THE COST PASSES THE TESTS; NOW
WHAT?
•
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•
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Travel Requests and Vouchers
Salary Vouchers
Student employment forms
Full-time (grant-funded) employment forms
MDV Purchases
• Reminder: If you are using grant funds to hire,
employees are required to complete Responsible
Conduct of Research training. Contact Eric Gregory for
more info.
OOPS – THE CHARGE WENT ON THE
WRONG ACCOUNT! WHAT DO I DO?
• If charged to wrong line item within the correct grant:
• Complete a budget transfer form and have the PI sign it and send
to your grant accountant. Red flag for auditors!
• If charged to your departmental account:
• OSP does not have access to view dept. accounts, so we will
never know. Monitor charges closely and alert us if you find a
cost that should have been charged to a grant account.
MY GRANT INCLUDES COST SHARING.
WHAT IS THAT?
• Cost sharing, or cost match, is the portion of the project
not borne by the sponsor and instead borne by the
University or a third party. Pre-approved at the proposal
stage by chair, dean, and university.
• Can include:
•
•
•
•
•
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Cash, supplies, equipment donations
Use of space/facilities
Cost of renovating space
Indirect costs (if sponsor does not allow us to charge these)
Salaries/fringe
Volunteered time/services (student, staff, professionals)
DOCUMENTING COST SHARE…
WHO IS RESPONSIBLE?
•
Costs must be verifiable. Time sheets/ time logs, estimate of fair market value for
donations, paystubs, invoices, Effort Reporting logs, printouts from Banner, etc.
•
The term “in-kind” refers to donated services or materials to a sponsored program in
which there is no exchange of cash.
In-Kind
It is your responsibility to
track in-kind cost sharing
• non-cash such as donated
time and effort
• IRS Form 8283, completed
by the donor, is used to
track donated goods. UA
will work with you to
process the form.
Cash Cost Share
It is our responsibility to
track cash cost sharing
• from individuals or
other organizations or
departments
• federal funds may not
be used to match other
federal funds
A-133 AUDIT
• KPMG
• January through March
• Examines financial operation of all funding
• Review of non-financial compliance with applicable laws
and regulations
• Evaluation of effectiveness in achieving program results
A-133 AUDIT (CONT.)
Financial Audit:
• Reports on whether an entity’s financial information is presented
fairly, implementation of proper internal controls, and compliance
with laws and regulations.
• Inspection of financial management covers all section
operations:
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Budgeting
Fund management
Payments
Payroll
Allowances
Cost Share
GRANT FINANCIAL REPORTING
• Award letter indicates due dates
• Federal and State Awards usually due quarterly
• These are completed by your grant accountant and may
be sent to the PI for review
• Some require PI’s signature
Financial reports should
NEVER be created or
submitted by a PI!
CONTACT INFO
• Our office handles all Post Award functions for ALL
grants now!
• Federal, State, Private, & Foundation
• Kristy Carpenter
• Post Award Specialist
• [email protected]
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