MANAGING YOUR CONTRACT & GRANT FUNDS CGT 301

Transcription

1 MANAGING YOUR CONTRACT & GRANT FUNDS CGT 301 Last Updated

2 Life cycle of a grant Proposal-must be put in Ramses Award Opening a Banner fund Spending appropriately Covering overages Fiscal reporting Closing the account

3 Roles and Responsibilities PI manage project correctly Budget Appropriate charges Hiring Personnel Stop expenditures Monitor timelines Provide programmatic information Department Possible overdrafts Support to manage project Requisitioning, receiving, HR action support SPARC Review certain charges Explain requirements Respond to PI s questions and need for assistance and support Interact with sponsor for approvals, financial reports, and clarifications Other Offices Provide specialized support Remember service

4 Allowable costs Allowed by the sponsor Allocable to the project Reasonable and prudent costs Cost Accounting Standards (CAS) Uniform Regulations University regulations Sponsor restrictions

5 HR Info Must Submit pool position setup forms to budget Pool Position Form Check Banner for available salary funds (FRIGITD) New Supplemental Pay Policy In Effect Requires SPZ action to be entered Non-Fed 20% During Academic Year (See supplemental pay policy) Students Graduate HR 1.35 on-line Undergraduate HR 1.60 on-line Faculty summer only HR 1.35 on-line Verify the amount of summer salary allowed Enter SPZ action number

6 HR Info continued Temporary EPA HR 1.35 on-line Temporary SPA HR 1.30 on-line SPA HR 3.30 EPA Permanent Assignment HR 3.35 HR 3.35 for buyouts-need both start and stop actions together Background check required Some restrictions on who can work where

7 Independent Contractors Do you have money? Sponsor approval required? Is the contractor referenced in the award? Required forms (allow time for approval): Entered Into U-Shop Independent Contractor PUR1.40 Form Form is on U shop website See Purchasing Website on how to pay a Independent Contractorhttp:// actorhome.html

8 Tuition Rates are limited to current UNCW tuition/fees Tuition period must be within grant period Tuition + salary/stipend Half time AY, Full time summer

9 Travel Is international travel involved? Faculty Staff Students May be subject to export control regulations

10 Equipment and Supplies Grants must follow purchasing guidelines Please check budget on Banner before entering into U Shop Animal purchases must adhere to approved protocol Controlled substances must be purchased by a licensed person

11 Food and Beverage Generally not allowed Entertainment specifically not allowed Alcohol not allowed-one Exception Costs associated with entertainment/alcohol Some private sponsors allow depends on purpose of award Justify, justify, gain approval OMB A-21 Section J

12 Budget Revisions Needed when changes in research occur Grants Officer will determine authority to make change sponsor or UNCW Need from PI How much From what line(s) To what line(s) For what purpose Account number Please allow time for approval

13 New F&A Rates % For Research in 7/1/2014-6/30/ % For Research in 7/1/2015-6/30/ % For Research in 7/1/2016-6/30/2018 No changes to the rates for instruction and 26% Other sponsored activities 32% on campus 26% off campus

14 New F&A-Modified Total Direct Cost (MTDC) Includes salaries, fringes, supplies, services and sub-grants up to $25k Does not include equipment over $5,000, tuition remission, rental of off campus facilities, scholarships and fellowships Contact Grant Officer if you need a list of accounts that exclude MTDC.

15 F&A On Sub-Agreements MTDC MTDC excludes F&A on Subs over $25k Requisition must be created A. Account Code on 1 st $25k B. Account Code on balance of funds Any cumulative payment up to $25k use Any subsequent payment use Consult SPARC during budget development

16 Planning Ahead Budget revision may be limited to a percentage change, dollar value, or line item without sponsor approval-allow time for revisions Ex. SBTDC > $500 or >10% of budget HR deadlines-15 th and 26 th of each month Sponsor deadlines No-cost extension request deadline Programmatic reports supplements, future funding, payment of invoices

17 When It s Over Grant closeout procedure Submit final reports P-CARDS Kimberley Reardon or Carol Page Personnel Human Resources Copy card? Continuing charges DAIN, phone access TAC- submit request Standing PO s - liquidate Ending sub agreements John Finn

18 Conclusion There s a lot to remember No one can know it all Teamwork makes it possible Ask, don t assume Use the resources available CONTACT US EARLY CONTACT US OFTEN

19 Who handles what in ORS Incoming Proposals MJ West, Nathan Jones Proposal submissions and internal forms MJ West, Nathan Jones New Fund numbers Marc, Patty, Kimberly, Ashley, John and Panda No-cost extensions Marc, Patty, Kimberly, Ashley, John and Panda Sub-contracts John Signing of Contracts, Agreements, Etc Panda Powell

20 Who handles what in ORS cont. Budget revisions Marc, Patty, Kimberly, Ashley, Panda and John U Shop Approvals Marc, Patty, Kimberly, Ashley, Panda and John Contracts for services (agreements) John Equipment approvals Marc, Patty, Kimberly, Ashley, Panda and John Allowable costs Marc, Patty, Kimberly, Ashley, Panda and John

21 For More Information ORSSP home page html A ml Travel U Shop l

22 For More Information Cont. Supplemental Pay policy pdf Purchasing index.html

23 Presenter Patty Fox McNeill Hall Rm 2059B