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) Whom do I contact with financial questions?• For Federal/State awards: Kristy Carpenter• For awards granted to the Rowan Foundation: Natalie Beury

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 Accounting Services after they

receive paperwork from our offices• Your grant accountant will set up the budget for the year

in Banner using a detailed budget form based on the sponsor-approved 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: finsecurity@rowan.edu

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 your 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 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: • 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

USING HUMAN SUBJECTS/ANIMAL SUBJECTS?

• All projects involving human or animal subjects MUST submit a protocol application. Application must be approved PRIOR to beginning work with subjects. Training may be required.

IRB: Harriett Hartman, Chair x3787 Karen Heiser, Research Office secretary, x5150 IACUC: Alison Krufka, Chair x3402

• Only the above committees can determine whether the work is exempt from review. Applications are mandatory!

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!

GRANT TECHNICAL REPORTS

• Technical reports are a legal requirement per the award notice. It is the PI’s responsibility to prepare and submit technical reports. • We request a copy of reports for auditors• We do our best to send you deadline reminders

• If your award is issued to Rowan Foundation, staff will help you create your report for the sponsor.

How do I submit a technical report?• Check with OSP or University Advancement to

determine how to submit your technical report.

QUESTIONS?

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

<carpenterk@rowan.edu> x5497Natalie Beury, Accountant in Accounting Services

<beury@rowan.edu> x4123

Other Contacts:University Advancement, Corporate and Foundation RelationsDeanne Farrell, Director x5418 farrelld@rowan.eduRachael Swierzewski, Associate Director x2408 swierzewski@rowan.edu

Office of Sponsored ProgramsSarah Piddington, Director x5482 <piddington@rowan.edu>Stephanie Lezotte, Assistant Director x4124 <lezotte@rowan.edu>Eric Gregory, Compliance and Contracts Officer, x4058 <gregorye@rowan.edu>

NEXT WORKSHOP: INTRODUCTION TO GRANT BUDGETING

Wednesday, March 6th Student Center Room 221

RSVP to Diana Vallandingham at vallandinghamd@rowan.edu

* Please indicate if you would like a vegetarian lunch