Nuts and Bolts of Grant Administration...Brad Lubben, Director, blubben2@unl.edu, 402-472-2235 Dave Goeller, Deputy Director, dgoeller2@unl.edu, 402-472-0661 Cheryl Griffith, Communications

PROJECT MANAGEMENT

2016 Project Director Training

Overview • 2016 Project Summary • Invoice & Budget Policies • Project Revisions • Funding Acknowledgements • Reporting Timeline

2016 Grants

• 16 Educational Grants • $636,390 • 18 month project period • April 1, 2015 – September 30, 2017 • No-cost extensions will not be allowed

• 4 Exploratory Projects

• $12,000 • 8 month project period • March 1 – October 31, 2016

INVOICING

Invoices What are the invoice requirements for payment? • Invoices can be submitted monthly or quarterly. • Need to be at least $500. • Include detailed itemization of expenses generated by your

accounting software with each invoice. • Quarterly Reporting up-to-date. • We may withhold up to 15% of allocated funds until a final

report is received at the completion of the project. • Be able to provide proper documentation if further

information is requested. Save receipts! • Especially important for non-profit and private groups

Invoices What information should an invoice include?

• Subcontract Number (25-6324-0150-xxx) • On your institution’s letterhead • Institution information (i.e. where to send check and

who to contact) • Billing Period • Current and Cumulative Expenditures • Expenses should be listed so they reflect the budget

line items. • Submit to Terri Murray at tmurray@unl.edu

BUDGET Current Invoice

Cumulative Expenditures

Salaries and Wages $12,800 $2,643.31 $6,138.87

Materials & Supplies $900 $356.25 $572.60

Travel $3,391 $2,551.02 $2,551.02

Consultant Costs $8740 $2,406.69 $4,546.89

TOTAL COSTS $25,831 $7,957.27 $13,809.38

Sample INVOICE

To: University of Nebraska- Lincoln Date: July 10, 2016 Attn: Terri Murray Invoice # RC8-RME02 Office of Sponsored Programs 151 Whittier Research Center. 2200 Vine Street – PO Box 830861 Lincoln, NE 68583-0861 tmurray2@unl.edu SUBCONTRACT: 25-6324-0150-005

Questions: Contact John Smith 402-451-3936 jsmith@happyfarms.com

Happy Farming 345 Good Soil Road

Greenwood, NE 68432

TOTAL DUE: $7,957.24

Billing Period: 4/1/16-6/30/16

Invoices Costs considerations: • Expenses are in your approved budget. • Any meals associated with meetings must meet the requirement of an all-day meeting and maintain the continuity of the meeting. • Agenda & participant list may be requested. • Breakfast/Dinner rarely meet this requirement. • No alcohol can be purchased with federal grant funds.

Budget Revisions/Project Changes

•Contact the North Central Center if you believe a revision to your project as proposed may be necessary. • Change in Project Director/Team • Budget revision • Justification for change

FUNDING ACKNOWLEDGEMENT REQUIREMENTS

Funding Acknowledgement Requirements • Use the following statement and logos in any

presentations, media releases, and all project materials developed for work funded by this grant.

“This material is based upon work supported by USDA-NIFA under Award Number 2015-49200-24226”. • The USDA-NIFA logo and the North Central Center logo

both must be used on all printed materials, including those produced in electronic format. • NC Center logos: http://ncerme.org/award-management/for-project-

directors • USDA-NIFA: http://www.nifa.usda.gov/about/offices/nifa_logo.html

Funding Acknowledgement Requirements • If space prevents the use of logos on your materials, the

following statement should be used:

“Funding for this project was provided by the North Central Extension Risk Management Education Center, the USDA National Institute of Food and Agriculture under Award Number 2015-49200-24226, and (list any other funding sources if applicable)”.

This material is based upon work supported by USDA-NIFA under Award Number 2015-49200-24226.

REPORTING

Reporting Timeline

When are my reports due?

April 1, 2016

July 1

October 1 January 2, 2017 April 1 July 1 September 30

October 31, 2017

Report Submission • Reports are integrated with your proposal. • Submitted online using the Extension Risk Management Education Results Verification System.

•http://rvs.umn.edu

http://rvs.umn.edu

http://extensionrme.org/verification/media.htm

Completed Progress Reports must provide: • Progress Notes • Project Steps • Upload of materials is optional

Progress Reports Progress Notes

• Journal like entry to tell us what’s happening with your project. • Tell us about your progress. • Identify any problems you are encountering. • Share stories from participants. • Any other relevant information you would like us to

know about your project.

Progress Reports Project Steps

• Indicate which steps you have completed by checking the box in the “Done” column.

• Enter actual number of participants. • Date completed. • Edit your project steps so they accurately reflect the steps you took to complete your project.

Progress Reports Uploading Materials

• Promotional Materials • Educational Materials • Evaluations and Reports

Progress Reports Who will see my progress reports?

• Center Staff • Progress Notes do not become part of final report • Important information shared here also needs to show up somewhere else in the final report.

FINAL REPORT

Final Reports Purpose

• Report and verify the results of your project. • Reports produced for stakeholders. • Publicly displayed in the Ag Risk Education Library and Extension RME web sites. • Searchable database of reports. • Future proposals will need to reference completed

projects.

Final Reports When is the Final Report due?

October 31, 2017 (31 days after project end date)

Final Reports: Each component must be completed in full. (please note that the Progress Notes do not become part of the final report, please make sure that important information is listed in another section as well)!

Final Reports Results

• Verify the results that were accomplished by the participants.

• Enter Actual Number. • If you changed how you verified your results enter in the new verification methodology.

Final Reports Project Overview

• This summary is available on the Extension RME site and allows anyone interested in the project to know what it is about and what you accomplished.

• Edit your summary from what you proposed to do to what you actually did.

Number of Participants

• Enter total number of participants

Final Reports Project Comments

• Unexpected results • Both negative and positive • Provide explanation if significant difference between

estimated number of participants and actual participant numbers

• How you would improve the project • The keys of success for your participants

Final Reports Stories/Quotes

• This section shows the impact your program had on the participants.

• Valuable to help others understand the value and results of the program.

• Will be used by the Center in promoting the results of the RME Grants Program.

• Do NOT include participant names or company names.

• Project Directors need to make added effort during their workshops to get this information.

Final Reports Individual Producer Success Stories Please report individual producers stories that communicate successful risk management activities they implemented as a result of participating in this project. Communicate examples of producers’ success stories that resonate with other producers, educators and governmental stakeholders. Example: Farmer Jones shared that as a result of this project, the family farm now has a reasonable and agreed upon transition plan. Producer Quotes Quotations from individual producers communicate powerfully. Provide specific quotations that share their experiences and improved risk management capabilities as a result of participating in this project that may be used in ERME Progress Reports. Example: “I never realized how much money I was leaving on the table from cash marketing until I developed my own marketing plan for my farm.” Producer, Agribusiness, NE

Final Reports Delivery Area • In this section describe how your project was delivered

and provide the number of people who participated in the project.

• Input is divided into four sections: meetings, webinars, websites and online courses.

• Your project may not use all methods of delivery and you only need to answer those relevant to your project.

For questions related to the administration of your grant, please contact:

• Christine Lockert, Grants Coordinator • 402-472-2039 • clockert2@unl.edu

• Brad Lubben, Director • 402-472-2235 • blubben2@unl.edu

• Brad Lubben, Director, blubben2@unl.edu, 402-472-2235

• Dave Goeller, Deputy Director, dgoeller2@unl.edu, 402-472-0661

• Cheryl Griffith, Communications Specialist, cgriffith2@unl.edu, 402-472-0079

• Christine Lockert, Grants Coordinator, clockert2@unl.edu, 402-472-2039

North Central Extension Risk Management Education Center University of Nebraska – Dept. of Agricultural Economics 303 Filley Hall Lincoln, NE 68583-0922 402-472-1742