OFFICE OF UNIVERSITY ADVANCEMENT OFFICE OF SPONSORED PROGRAMS ADMINISTERING YOUR GRANT AWARDS.

O F F I C E O F U N I V E R S I T Y A D V A N C E M E N TO F F I C E O F S P O N S O R E D P R O G R A M S

ADMINISTERING YOUR GRANT AWARDS

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 OSPafter they receive paperwork

from our offices• A grant accountant will set up the budget for the project

period in Banner using a detailed budget form based on the sponsor-approved budget. If we do not have this info, we will contact you.

• The PI is e-mailed 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 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 an OSP Grant Accountant for Salary Detail Reports

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:• 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?

• 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 a 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: • 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?

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

• 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.

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:

• 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!

QUESTIONS?

Grant Financial ContactsKristy Carpenter, Post-Award Specialist in Office of Sponsored Programs

<[email protected]> x5497

Other Contacts:University Advancement, Corporate and Foundation RelationsDeanne Farrell, Director x5418 [email protected] Swierzewski, Associate Director x2408 [email protected]

Office of Sponsored ProgramsSarah Piddington, Director x5482 <[email protected]>Stephanie Lezotte, Assistant Director x4124 <[email protected]>Eric Gregory, Compliance and Contracts Officer, x4058 <[email protected]>

NEXT WORKSHOP: INTRODUCTION TO GRANT BUDGETING

Tuesday October 15thStudent Center Room 221

RSVP to Diana Vallandingham at [email protected]

* Please indicate if you would like a vegetarian lunch