Grants 101Congratulations 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.

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:

WHOWHAT

WHEN WHERE

USER GROUP ID

Identifies a group of individuals in relation to an org unit.

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?

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

100 accounts - assets 200 accounts - liabilities 300 accounts - control accounts 400 accounts - revenue 500 accounts - payroll and

benefits 600 accounts - expenses 700 accounts - capital expenses

Payroll 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

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 orgCM Campus Menu

UG User Group AccessUG List User Group

Choose the User Group for this orgEnter GL to view income and

expense

Know Where You Stand

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

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 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?

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

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? 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?

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?

Consult grant documents/award letter for guidance

Consult project officer/agency liaison

What is a Budget Amendment 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?

Command to Panthernet to move approved budget from one general ledger code to another

Transfer must comply with grant requirements

What About Reporting?

Program Reports

Financial Reports

Program Reports

Completed by Grants Administrator Details Accomplishments Details Deliverables Forward completed copy to Grants

Accountant and Grants Development Manager

Financial Reports

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?

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 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?

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

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

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

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? 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

Grant Documents

Grant Project Manager

Granting Agency Website

Internal Resources 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