After the Award

How to Administer Your Grant Award

April 10, 2009

1

2

Presented by:

Linda Manley, Grants & Contracts Coordinator, General Accounting

Helen Kiss, Assistant Director & Information Coordinator, OARS

3

Topics of Discussion

Approved budget to Chart of Accounts (COA)

Expending funds through Banner Time & Efforts Error Corrections Financial and Technical Reporting Extensions and/or Closeout Contact Information

4

Plan Ahead

Do as much as you can to plan for post-award during the pre-award stage Plan hiring Plan subawards (if any) Get bids for major items Identify problematic issues

justify and document define activities within institutional

capabilities

5

After You Get the Award Letter

Award negotiation If budget is cut Be positive OARS negotiates in coordination with

you Veteran project directors may negotiate Read the fine print

Setting up the new grant

Once G&C receives an official award document from the agency, they will gather all the documents needed to enter a new grant index in Banner

1. Proposal Approval Form (PAF)2. Approved budget- if this is different from

the one submitted, G&C will need a revised budget

6

7

Banner Index Codes

G&C assigns index number(s) Grant index contains 6 digits that start

with 4xxxxx Cost share index from Miami

University that supports the grant begins with a 0xxxxx or 1xxxxx, depending on the source of the funds

8

Approved Budget to COA

G&C will transfer budget to the chart of accounts (COA) All items (expenditures) will be line

item by account code Subagreements are a separate line

PI/PD must initiate subgrant Must get subrecipient institution’s approval at the

proposal stage Might have to revise some or all documents at

award stage

New Award Notice

Once your grant and/or cost share has been set up in Banner, you will receive a “New Award Notice” electronically from your grant accountant

1. Index number(s)2. Grant title as it appears in Banner3. Project award period4. Awarded amount

9

PI Packet

Sent electronically and contains the following information: List of Allowable/Unallowable Costs Grant Expense Transfer form T&E form Travel form Grant Instructions

10

Cost Sharing

If cost sharing was offered in your proposal (and was accepted) YOU MUST TRACK COST SHARING SEPARATELY

What source of funds are contributing the cost share? Cost sharing must meet ALL of the following criteria: 1) Verifiable from records

2) Not included as cost sharing for any other federal program3) Necessary and reasonable to accomplish the project4) Allowable under applicable cost principles

11

NOTE: If cost is not allowable for reimbursement from a sponsor, it is likely not allowable as cost share.

12

Expending Funds through Banner

Just like a Departmental Account Most expenditure documents must

have an index number and an account code

Having proper signatures will move things along more quickly

13

Travel Reimbursement

Read the travel section of the Accounts Payable handbook before traveling. Complete a travel expense report (handout) for reimbursement.

http://www.units.muohio.edu/controller/prod/accounts_payable/

Remember: Travel is reimbursed AFTER travel has been completed.

Reimbursement other than travel

Should be submitted through your department on a directpay requisition

Should include original receipts and proper proof of payment

14

Note: Avoid paying out-of-pocket. Whenever possible, use a departmental procurement card or purchase order.

15

Paying People off a grant or cost share

If charging time to the grant, use a Grant Appointment Form

If charging as cost share or release time, use the form Cost Sharing and Release Form

Both forms can be accessed at: http://www.units.muohio.edu/aao/forms/index.php

16

Purchases

Initiated by one of 3 ways:1) Purchase Order (PO)2) Limited Purchase Order (LPO)-$500

or less3) Procurement Card (Mastercard)-

$1000 LPO’s or Procurement cards are for

placing small orders for misc. supplies, materials, and services

17

Do’s and Don’ts of Buying

Don’t use your personal credit card except for travel

Don’t buy lots of office supplies during the last month of the project

Do process promptly the invoices you receive

Do spend money before the project end date Do (a BIG do) keep receipts for all

procurement card purchases Don’t purchase equipment at end of grant

18

Oops! How can I move this expense?

If you need to move an expense, use a Grant Expense Transfer Form

Need documentation of expense Date, vendor, amount (or partial

amount) Example: one charge split between two

indexes after item has been posted Use the “90 day rule” when making

error corrections

19

When is it okay to move an expense?

To correct an error To distribute cost to more than one

program NOT to reduce overruns NOT for convenience NOT to use unspent money Should be done in accordance with

institutional policies and in a timely manner

Unallowable Expenses Alcoholic beverages Entertainment, including non-business

meals Executive lobbying Goods for personal use Social memberships Fundraising First class travel Fines & penailites

20

21

Summary of Budget-Banner

Form FRIGITD Summary of budget from inception to date Can look at by month or life of grant

Form FGIBDST Summary of budget year-to-date --

expenses, encumbrances, and balances for one fiscal year

22

Project Reporting

Work with grants accounting on financials

Work with OARS on technical May have several intermediate

reports or just one end project report

The sponsor’s award guidelines will tell you

23

Project Reporting

Keep good logs throughout the project

Financial report & receipt of money is dependent on your getting technical reports to sponsor

Do not fill out financial forms yourself Let Grants & Contracts handle financial

reporting

24

Forms – Time & Effort

Time & Effort (see handout) Only applies to Federal grants- Sent out electronically by G&C each

semester plus summer Faculty members work 100% “effort” Will be compared to Payroll records If different from payroll, reconciliation

will need to take place

25

The End (of your project) Is Near!!

Financial - you will be alerted by G&C approximately 2-3 months before project ends

Review your expenditures Expedite last requisitions or expenditures Consider a no-cost extension?

26

The End (of your project) Is Near!!

Technical – In addition to any progress reports that are due, are there:

Inventions ??? Equipment purchases ???

Be timely!

No-Cost Extension

If you have a balance left at the end of your award period and you would like to continue with the project

Send email to your grant accountant once you receive the Grant Expiring notice

Your Grant Accountant will explain how to pursue your No-Cost Extension- do not do yourself!

27

Can not request just because you have funds left.

28

Know the Rules

Federal Regulations State Regulations University Policies Sponsor Guidelines & Policies

Access to Banner

Contact person- Amy Kidwell, Asst. to the Controller @ 9-6110

Call must be from the supervisor of employee who wants access

Information needed: 1) Full name 2) user name or unique ID 3) Miami plus (+) number

29

30

Banner/Monthly Financial Report Training in Train

http://www.muohio.edu/trainClick on - Learning Opportunities Topics Comprehensive Financial Services Training

Choose any of the workshop codes that begin with “GAC”

31

MInE Reports

www.muohio.edu/mine

Summary (MYStatus) Detail (MYDetail) For current month And/or for any previous month

Subawards, Material Transfer Agreements & Memoranda of Understandings (MOU’s)

Rachel Shelley (sheller1@muohio.edu)

Martha Weber (weberme@muohio.edu)

OARS 102 Roudebush529-3600

32

33

To Summarize

This is by no means all there is to know, but we hope this gives you a start on How to get set up How to access money on your project How to keep track of what you have

spent Whom to call, if you have questions

34

Finally

We want this to be a good experience that you will want to continue!!!!