Financial Grant Management Presented by: Lindsey Butorac Accountant Controller’s Office
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Financial Grant Management
Presented by:
Lindsey Butorac
Accountant
Controller’s Office
The grant was funded – now what?Immediately send the grant agreement and other
documents to the Controller’s OfficeThe Controller’s Office will:
Review the grant agreement: For compliance with terms, conditions, and applicable laws With Risk Management for insurance and liability issues With Human Resources for employment related issues
Obtain the signature of a Contracting Officer if neededMail the signed grant agreement to the granting agencySend signed copies of the grant agreement to the
Principal Investigator and the Grants & Research Office
Authorized Officials & OfficersAuthorized Official for grant proposals:
Associate Provost for Academic Affairs and Dean of Graduate Studies – Cynthia Prosen
Primary Contracting Officer for grant agreements and contracts:V.P. of Finance and Administration – R. Gavin
LeachOnly individuals authorized by the Board of
Trustees may legally bind the University
Post Award ProcessThe Grants & Research Office will send you a
memo acknowledging your award with a copy of the Request for Grant Organization Number form Form is also available on Grants & Research Website
Once the form is complete, return the original to the Controller’s Office and a copy to the Grants & Research Office
A meeting will be scheduled for the Principal Investigator to meet with representatives from the Grants & Research Office and the Controller’s Office to discuss any requirements and questions
Request for Grant Org # FormComplete and submit this
form along with a copy of the award letter and most recent budget
Make sure line 4 of the form is filled in:Signature of financial
manager (usually the department head) is required
Normally the department’s main organization number is listed starting with a 2 or 3
A grant organization number (starts with 5) cannot be used
Must be signed by the Principal Investigator
Principal Investigator will be e-mailed an organization number to use for the grant expensesExpenses must be within dates specified in grant
agreementExpenses must be in line with the approved budget
The Principal Investigator is the Financial Manager of the organization number assigned to the grant and approves all expenses
Supervisor approval still required for certain transactions:Personal reimbursements to Principal InvestigatorTravel of the Principal InvestigatorBusiness Entertaining of University Guests paid by
Principal Investigator
Post Award Process Cont’d
How Do I Spend the Money?University Credit CardPurchase OrderCheck RequestJournal EntryPersonal Services ContractUniversity Department ChargePayroll
Important Things to RememberDo not purchase an item and say “bill NMU”Do not personally pay for software, cameras,
or equipment – prior approval is neededIf the item has a warranty do not purchase
personally and request reimbursement from NMUWarranty is held by original owner and will be
voided when reimbursed by NMUUniversity credit card or Purchase Order should
be used for warranty to be issued to NMU
Important Things to RememberPurchase order is required for purchases that need
to be bidFood Service Policy must be followed for food
consumed on campushttp://webb.nmu.edu/hr/SiteSections/Resources/
AdminPolicyManual/FoodService.shtml Hazardous materials must be purchased in
accordance with the Hazardous Materials Management Policy:http://webb.nmu.edu/Departments/PublicSafety/
SiteSections/PoliceServices/Policies/HazardousMaterialsMgmt.shtml
University Credit Card & ConcurThe University credit card
issued to you can be used for expenses that need to be charged to the grant
Graduate Assistants can be issued University credit cards under special circumstances
List the grant organization number to be charged when settling expenses in Concur
University Credit Card & ConcurThe settlement process is essentially the
same as other University credit card purchases with the addition of a grant review
Principal investigator must approve all grant charges as the financial manager (travel requires supervisor approval)
Credit card expenses are NOT charged to the grant until they are completely settled in Concur
Purchase OrderFrequently used to order supplies or services over
$1,000Send completed Purchase Requisition and any
supporting backup to Controller’s Office first for pre-audit (only for grants)
Controller’s Office will forward to purchasingWhen goods arrive from the vendor:
Indicate that goods have been received on a copy of the Purchase Order, sign & mark “ok to pay”
Forward to Vendor Payables for paymenthttp://www.nmu.edu/purchasing/req.html
Purchase Requisition
Send to Controller’s Office for pre-audit
Financial manager’s signature requiredList organization
# to be charged here
Itemize items to be purchased and other special instructions here
Purchase OrderMake copy of
Purchase OrderSign and indicate
“ok to pay” when goods received
Forward to Vendor Payables for payment
Check RequestFrequently used for:
Refunds or purchases that require pre-payment such as dues, memberships, and subscriptions
Personal reimbursements (other than travel) Must attach original receipts showing proof of
payment Supervisor signature required
http://www.nmu.edu/finance/FORMS/Check%20Request%20Form%20New.pdf
Check Request
List organization # to be charged here
Signature of financial manager required (also need supervisor’s signature for personal reimbursement to PI)
Personal reimbursements require original receipts showing payment (please look carefully as packing slips and order confirmations do not always show proof of payment)
Attach original and one copy of invoice or other support for dues, subscriptions, or memberships
List account code here
Common Account Codes7120 – Office Supplies7123 – Education
Supplies7128 – Lab Supplies7135 – Other Supplies7140 – Room Rental7141 – Equipment Rental7142 – Misc. Rental7155 – Other Fees7160 – Admin Expense7161 – Subscriptions7162 – Memberships
7163 – Advertising7165 – Stdt Programming7180 – Repairs & Maint.7190 – Printing7191 – Postage7192 - Prof. Services7300 – Faculty Travel7305 – Staff Travel7310 – Student Travel7330 – Univ Guest
Expense7340 – Group Expenses
Journal EntryA journal entry is normally used to move a
charge to the proper organization numberCommon example: the department paid for
supplies that should have been charged to the grant
Please contact your department or the Controller’s Office for assistance completing this form
http://www.nmu.edu/finance/FORMS/Dept%20Journal%20Entry%20(banner).pdf
Personal Services ContractsUsed to purchase services from individuals,
such as:Contractors/ConsultantsPresenters/PerformersExternal evaluators
Two forms need to be completed:Transmittal Form (internal document)Limited or Standard Services Contract
Personal Services ContractsForms are available in the WarehouseStandard Services Contract is also available
in electronic format from Risk Management (2745)
Send completed forms directly to Risk Management for processing
NMU employees cannot be paid through a personal services contract - must be paid via additional assignment through payroll
University Department ChargesUniversity departments can directly charge a grant
for services – just let them know the organization number
Authorized departments include, but are not limited to:Printing ServicesMail ServicesBookstoreConference & CateringAudio VisualTransportation
Payroll Related IssuesPlease see your department secretary to pay:
Student EmployeesTemporary EmployeesGraduate AssistantsAdditional Assignments
Additional Assignments require an EPS contract to be prepared by the department and approved by the Dean
Adjunct ReplacementsAmounts needed to cover the cost of adjunct
replacements for release time are often budgeted when preparing a grant proposal
Adjunct replacements cannot be charged directly to the grant
Salary and fringe benefits of the person performing the work will be charged to the grant up to a maximum allowed by the grant
Funding of adjunct replacements will be handled by the Department and/or Dean’s Office
Fringe Benefit RatesFringe benefit rates vary based on type of
positionCommon Fringe Benefits Rates (As of 7/1/08)
AAUP Faculty – 45.6%NMUFA Faculty – 56.9%Additional Assignment/Overload – 24.2%Adjunct Faculty – 17.6%Temporary Labor – 13.7%
http://webb.nmu.edu/GrantsAndResearch/Documents/Fringe_Benefit_Memorandum-FY09.dot
Students & Fringe BenefitsA student must be enrolled in the minimum
credit hours to be considered a student employee and not subject to fringe benefitsUndergraduate 6 creditsGraduate 4 credits
A student who is not enrolled in the minimum credit hours is considered Temporary LaborTemporary Labor Appointment form needs to be
completed and submitted to Human ResourcesHuman Resources approval is needed prior to
hiring
Students & Fringe BenefitsA student must be enrolled for Fall to be
considered Temporary Student Labor during the summer. The student will be subject to 13.7% for fringe benefits.
A student enrolled in the minimum credit hours during Summer is considered Student Labor and not subject to fringe benefits
All students are considered Temporary Student Labor and subject to 13.7% for fringe benefits during August
Travel & Business EntertainmentEmployee travel expenses are reimbursed at
current IRS ratesMileage rate ~ Effective January 1, 2009,
personal vehicle mileage will be reimbursed at 55 cents per mile
Meals with an overnight stay are reimbursed at actual cost up to a maximum of $32 in a 24-hour period
Meals without an overnight stay are reimbursed at actual cost
Lodging ~ receipts required and reimbursed at actual cost
Parking or taxi ~ receipts required for amounts over $75 per occurence
Travel & Business EntertainmentBusiness entertaining of University guests are
reimbursed at actual cost with receiptsGranting agency may have specific restrictions
regarding entertainment expensesUniversity Travel Policy and Procedures can
be found at:http://webb.nmu.edu/hr/SiteSections/
Resources/AdminPolicyManual/Travel.shtml
http://webb.nmu.edu/hr/SiteSections/Resources/AdminProcedureManual/Travel.shtml
Cost Share/MatchAny cost share/match proposed in the grant
application must be documentedDocumentation needed will be determined on
a case-by-case basis and will be discussed with Principal Investigator
Common types of documentation:Time & Effort ReportsRevenue and Expense Transaction Report with
expenses highlighted to support department expenditures
Cash transfer to grant
Sample Time & Effort Report
Complete actual effort column (must total 100%)
Signed by both employee & supervisor
How Do I View My Budget?Controller’s Office will provide access for you to
view University Finance Reports through MyNMUFirst time users will receive an e-mail with setup
instructions – please call the Controller’s Office (2054) if you have difficulties
Current Balance Reports - choose the “Financial Statement for Grants & Projects” to see the summary status for the entire grant period
Transaction Reports – “Revenue and Expense Transactions for Projects & Grants” to see all transaction details for the entire grant period
Summary Report
Click on: Administrative Reports Finance Reports Current Balance Reports Financial Statement for Grants & Projects
Balance of Grant
Available to Spend
Detail Transaction Report
Click on: Administrative Reports Finance Reports Transaction Reports Revenue and Expense Transactions for Projects & Grants
Budget SuggestionsThe University Finance Reports only contain
information that has been processed by accounting
Suggested method to determine what has and has not been processed:Keep a file with copies of invoices and receipts
related to the grantRegularly verify with the detail transaction
report what transactions have been processed and move processed invoices/receipts to a paid file
How do I change the budget?Budget modifications generally require prior
approval of the granting agencyBudget requirements are usually stated in the
grant agreement and vary by agencySome agencies allow a 10-20% deviation per
category in the budget while others are not so lenient
Please contact the Controller’s Office to discuss your budget situation before contacting the granting agency to modify the budget
Financial ReportingThe Controller’s Office will generally prepare
and submit all financial reports and cash requests
Any financial data prepared by the Principal Investigator, including data in the program report, must be submitted to the Controller’s Office for approval PRIOR to submission to an external organization
Any questions???
Important Phone NumbersGrants & Research
Andrew Smentkowski – 2456Sandra Gayk – 2440http://webb.nmu.edu/GrantsAndResearch
Controller’s Office – 2054Lindsey Butorac – 1076
Purchasing - 2360Human Resources – 2330Risk Management - 2745
Have Further Questions or Need Help
Contact Me!
Lindsey ButoracAccountant
Controller’s Office1406 Hedgcock
Phone: 227-1076Fax: 227-2167
E-mail: [email protected]
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