Grants 101
Congratulations on being awarded
a grant!
NOW WHAT?
Notify Grants Accountant by completing 2
forms:
1.
Request to Add Org Unit (Grant)
2.
Grant Budget Input Forms
These forms translate your accepted
proposal into a format understandable
by Panthernet.
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Send a copy of the award letter/signed
contract to the Grants Accountant
Finance will assign an organizational unit (org
number) for the life of the grant.
1. Request to Add Org Unit
Provide financial information on the
basics of the grant:
WHO
WHAT
WHEN
WHERE
USER GROUP ID
Identifies a group of individuals
in relation to an org unit.
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Who can VIEW
Who can CREATE TRANSACTIONS
Who can APPROVE TRANSACTIONS
Grant Funded Employees
Enter the Time and Attendance Code (TA)
Enter the Time and Attendance Input
Person
Enter the Time and Attendance
Approver
Additional Questions
What is the last day to make
encumbrances/submit Purchase Orders?
 What is the last day to pay
encumbrances with grant funds?
(meaning no funds can be disbursed
after this date)
 Are Roll-Over funds allowed?
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Commitment
When a department request is entered
in the system, the funds to pay for this
request are “committed”. A portion of
the budget is restricted to pay for the
proposed acquisition.
Encumbrance
When a purchase order is raised to
order the item a portion of the budget
is restricted to ensure funds are
available to pay for the acquisition.
2. Budget Forms
Translates your approved budget into the
general ledger codes used by PBCC
The budget information in Panthernet
must correspond to the budget
approved by your awarding agency.
General Ledger Codes
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100
200
300
400
500
600
700
accounts
accounts
accounts
accounts
accounts
accounts
accounts
-
assets
liabilities
control accounts
revenue
payroll and benefits
expenses
capital expenses
Payroll
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Grants Accountant forwards your budget
information and new org number to Payroll
and HR
HR creates a budget position number and
notifies Payroll
Payroll notifies you that you can enter in
Time and Attendance mode.
Coordinate with Payroll and
HR
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at time of hiring a new employee
or at time an existing employee’s
assignment is changed.
Notify Payroll, HR and Grants Accountant
of change in employment status in your
grant.
Panthernet
Path to view information in your org
CM Campus Menu
UG User Group Access
UG List User Group
Choose the User Group for this org
Enter GL to view income and expense
Know Where You Stand
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Review your org
Review income and expenses
Compare actual to budgeted figures
Know how much money you have left
Work with your cut off dates in mind
Income & Expense Screens
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GL Code
Description of the GL Code
Budget Column
Commitments and Encumbrances
Actual Income and Expense
Balance of your Budget Column
Navigate Income & Expense
Screens
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Move the cursor by using the plus signs
at bottom of screen.
Move cursor up to desired figure.
Hit enter to see detail of current
month’s transactions.
F8 advance to next screen
F7 return to previous screen
F2 return to previous application.
Frequently Asked Questions
Examples to Follow
How Are the Funds Credited
to My Account?
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Consult Grant Documents
Each Grant is different
Some may be advance payments paid
quarterly
Grants Accountant may request
reimbursement
Some may require invoices and reports
Invoicing
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Some grants require you to invoice the
agency for payment
Grants Accountant will assist with
preparation of invoice
Invoices may require additional
program information
How Do I Expend Funds?
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All transactions are processed through
Panthernet
All rules of the College pertaining to
expenditure restrictions apply to all
grants.
Department Requisitions – request for
purchase orders
Disbursement Requests – request for
check
How Can I Expend Funds?
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Consult grant documents and approved
budget
Consult awarding agency guidelines
Consult project officer/agency liaison
Expenses must be necessary and
reasonable
What if Monetary Needs
Change?
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Consult grant documents/award letter
for guidance
Consult project officer/agency liaison
What is a Budget Amendment
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Written request to your awarding
agency
Asks to move budgeted funds from one
area to another, or change in award
Requirements vary with each grant
Awarding agency approval normally
required, unless award document
specifies otherwise.
What is a Budget Transfer?
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Command to Panthernet to move
approved budget from one general
ledger code to another
Transfer must comply with grant
requirements
What About Reporting?
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Program Reports
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Financial Reports
Program Reports
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Completed by Grants Administrator
Details Accomplishments
Details Deliverables
Forward completed copy to Grants
Accountant and Grants Development
Manager
Financial Reports
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Statement of monetary aspects of grant
Notify Grants Accountant of what is due
and when
Grants Accountant will complete forms
for you
What About Year End?
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The College’s fiscal year end is June 30
If your grant continues into the next
year, no action is required on your part
to move the balances forward
Balances will be moved after the
Finance Department Year End Closing
College Year End Closing
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May take several weeks to complete
You may initiate transactions during this
time if necessary. Contact Grants
Accountant.
You will not see your budget balances
until the closing process is complete
You must manually keep track of
expenditures vs. budget
What About Purchasing?
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Panthernet is an integrated system
Transactions travel through the
different modules of Panthernet
Purchasing Department provides a
manual and offers training classes
throughout the year
Purchasing Cut Off Date
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In anticipation of Year End, a cut off
date is announced after which
purchases are no longer allowed
Usually the first week of May
Allows purchasing to clear the system
You are encouraged to purchase early
in your grant year
Grants with June 30 End Date
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Purchasing may be allowed after the
College cut off date
Such allowances made on case by case
basis
You must still allow for time for delivery
of goods and payment
I Have An Existing Grant and
Have Been Awarded More Money
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Complete the form Notification of
Additional Funding on Existing Grant
Complete Grant Budget Input Form
Forms located at:
http://www.pbcc.edu/x1934.xlm
Submit forms and copy of award letter
to Grants Accountant
How Do I Process Travel
Reimbursements?
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Confirm that travel reimbursements are
allowable and budgeted in your grant
All travel expenses must be pre-approved
Expenses must be necessary and reasonable
Use same paperwork and procedures as with
other College related travel
Request for Leave form must be submitted
Attach all required receipts
Consult College’s Travel Policy for specifics
PBCC - Travel
External Resources
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Grant Documents
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Grant Project Manager
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Granting Agency Website
Internal Resources
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Grant Development Manager
Grants Accountant
Manager, Grants & Restricted Accounting
Purchasing Manager
Payroll Manager
Human Resources
Travel Department
Questions?
Grants: Time and Money
Know Your Position