Grants Seminar - Northern Michigan University
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Transcript Grants Seminar - Northern Michigan University
Financial Grant Management
Presented by:
Lindsey Butorac
Accountant
Controller’s Office
The grant was funded – now what?
Immediately send the grant agreement and other
documents to the Controller’s Office
The Controller’s Office will:
Review the grant agreement:
For compliance with terms, conditions, and applicable laws
With Risk Management for insurance and liability issues
With Human Resources for employment related issues
Obtain the signature of a Contracting Officer if needed
Mail the signed grant agreement to the granting agency
Send signed copies of the grant agreement to the
Principal Investigator and the Grants & Research Office
Authorized Officials & Officers
Authorized Official for grant proposals:
Associate Provost for Academic Affairs and Dean of
Graduate Studies – Cynthia Prosen
Primary Contracting Officer for grant agreements and
contracts:
V.P. of Finance and Administration – R. Gavin Leach
Only individuals authorized by the Board of Trustees
may legally bind the University
Post Award Process
The Grants & Research Office will send you a memo
acknowledging your award with a copy of the Request for
Grant Organization Number form
Form is also available on Grants & Research Website
Once the form is complete, return the original to the
Controller’s Office and a copy to the Grants & Research
Office
A meeting will be scheduled for the Principal Investigator
to meet with representatives from the Grants & Research
Office and the Controller’s Office to discuss any
requirements and questions
Request for Grant Org # Form
Complete and submit this form
along with a copy of the award
letter and most recent budget
Make sure line 4 of the form is
filled in:
Signature of financial manager
(usually the department head) is
required
Normally the department’s main
organization number is listed
starting with a 2 or 3
A grant organization number (starts
with 5) cannot be used
Must be signed by the Principal
Investigator
Post Award Process Cont’d
Principal Investigator will be e-mailed an organization
number to use for the grant expenses
Expenses must be within dates specified in grant agreement
Expenses must be in line with the approved budget
The Principal Investigator is the Financial Manager of the
organization number assigned to the grant and approves
all expenses
Supervisor approval still required for certain transactions:
Personal reimbursements to Principal Investigator
Travel of the Principal Investigator
Business Entertaining of University Guests paid by Principal
Investigator
How Do I Spend the Money?
University Credit Card
Purchase Order
Check Request
Journal Entry
Personal Services Contract
University Department Charge
Payroll
Important Things to Remember
Do not purchase an item and say “bill NMU”
Do not personally pay for software, cameras, or
equipment – prior approval is needed
If the item has a warranty do not purchase personally
and request reimbursement from NMU
Warranty is held by original owner and will be voided
when reimbursed by NMU
University credit card or Purchase Order should be used
for warranty to be issued to NMU
Important Things to Remember
Purchase order is required for purchases that need to
be bid
Food Service Policy must be followed for food
consumed on campus
http://webb.nmu.edu/hr/SiteSections/Resources/Admi
nPolicyManual/FoodService.shtml
Hazardous materials must be purchased in accordance
with the Hazardous Materials Management Policy:
http://webb.nmu.edu/Departments/PublicSafety/SiteSe
ctions/PoliceServices/Policies/HazardousMaterialsMgm
t.shtml
University Credit Card & Concur
The University credit card issued to
you can be used for expenses that
need to be charged to the grant
Graduate Assistants can be issued
University credit cards under
special circumstances
List the grant organization number
to be charged when settling
expenses in Concur
University Credit Card & Concur
The settlement process is essentially the same as other
University credit card purchases with the addition of a
grant review
Principal investigator must approve all grant charges
as the financial manager (travel requires supervisor
approval)
Credit card expenses are NOT charged to the grant
until they are completely settled in Concur
Purchase Order
Frequently used to order supplies or services over $1,000
Send completed Purchase Requisition and any
supporting backup to Controller’s Office first for preaudit (only for grants)
Controller’s Office will forward to purchasing
When goods arrive from the vendor:
Indicate that goods have been received on a copy of the
Purchase Order, sign & mark “ok to pay”
Forward to Vendor Payables for payment
http://www.nmu.edu/purchasing/req.html
Purchase Requisition
Financial
manager’s
signature required
List organization #
to be charged here
Send to
Controller’s Office
for pre-audit
Itemize items to be
purchased and
other special
instructions here
Purchase Order
Make copy of Purchase
Order
Sign and indicate “ok
to pay” when goods
received
Forward to Vendor
Payables for payment
Check Request
Frequently used for:
Refunds or purchases that require pre-payment such as
dues, memberships, and subscriptions
Personal reimbursements (other than travel)
Must attach original receipts showing proof of payment
Supervisor signature required
http://www.nmu.edu/finance/FORMS/Check%20Req
uest%20Form%20New.pdf
Check Request
Personal reimbursements require
original receipts showing
payment (please look carefully as
packing slips and order
confirmations do not always
show proof of payment)
Attach original and one copy of
invoice or other support for dues,
subscriptions, or memberships
List organization # to be charged here
List account code here
Signature of financial manager required
(also need supervisor’s signature for
personal reimbursement to PI)
Common Account Codes
7120 – Office Supplies
7163 – Advertising
7123 – Education Supplies
7165 – Stdt Programming
7128 – Lab Supplies
7180 – Repairs & Maint.
7135 – Other Supplies
7190 – Printing
7140 – Room Rental
7191 – Postage
7141 – Equipment Rental
7192 - Prof. Services
7142 – Misc. Rental
7300 – Faculty Travel
7155 – Other Fees
7305 – Staff Travel
7160 – Admin Expense
7310 – Student Travel
7161 – Subscriptions
7330 – Univ Guest Expense
7162 – Memberships
7340 – Group Expenses
Journal Entry
A journal entry is normally used to move a charge to
the proper organization number
Common example: the department paid for
supplies that should have been charged to the grant
Please contact your department or the Controller’s
Office for assistance completing this form
http://www.nmu.edu/finance/FORMS/Dept%20Jo
urnal%20Entry%20(banner).pdf
Personal Services Contracts
Used to purchase services from individuals, such as:
Contractors/Consultants
Presenters/Performers
External evaluators
Two forms need to be completed:
Transmittal Form (internal document)
Limited or Standard Services Contract
Personal Services Contracts
Forms are available in the Warehouse
Standard Services Contract is also available in
electronic format from Risk Management (2745)
Send completed forms directly to Risk Management
for processing
NMU employees cannot be paid through a personal
services contract - must be paid via additional
assignment through payroll
University Department Charges
University departments can directly charge a grant for
services – just let them know the organization number
Authorized departments include, but are not limited to:
Printing Services
Mail Services
Bookstore
Conference & Catering
Audio Visual
Transportation
Payroll Related Issues
Please see your department secretary to pay:
Student Employees
Temporary Employees
Graduate Assistants
Additional Assignments
Additional Assignments require an EPS contract to be
prepared by the department and approved by the
Dean
Adjunct Replacements
Amounts needed to cover the cost of adjunct
replacements for release time are often budgeted when
preparing a grant proposal
Adjunct replacements cannot be charged directly to
the grant
Salary and fringe benefits of the person performing
the work will be charged to the grant up to a maximum
allowed by the grant
Funding of adjunct replacements will be handled by
the Department and/or Dean’s Office
Fringe Benefit Rates
Fringe benefit rates vary based on type of position
Common Fringe Benefits Rates (As of 7/1/08)
AAUP Faculty – 45.6%
NMUFA Faculty – 56.9%
Additional Assignment/Overload – 24.2%
Adjunct Faculty – 17.6%
Temporary Labor – 13.7%
http://webb.nmu.edu/GrantsAndResearch/Document
s/Fringe_Benefit_Memorandum-FY09.dot
Students & Fringe Benefits
A student must be enrolled in the minimum credit
hours to be considered a student employee and not
subject to fringe benefits
Undergraduate 6 credits
Graduate
4 credits
A student who is not enrolled in the minimum credit
hours is considered Temporary Labor
Temporary Labor Appointment form needs to be
completed and submitted to Human Resources
Human Resources approval is needed prior to hiring
Students & Fringe Benefits
A student must be enrolled for Fall to be considered
Temporary Student Labor during the summer. The
student will be subject to 13.7% for fringe benefits.
A student enrolled in the minimum credit hours
during Summer is considered Student Labor and not
subject to fringe benefits
All students are considered Temporary Student Labor
and subject to 13.7% for fringe benefits during August
Travel & Business Entertainment
Employee travel expenses are reimbursed at current
IRS rates
Mileage rate ~ Effective January 1, 2009, personal vehicle
mileage will be reimbursed at 55 cents per mile
Meals with an overnight stay are reimbursed at actual
cost up to a maximum of $32 in a 24-hour period
Meals without an overnight stay are reimbursed at actual
cost
Lodging ~ receipts required and reimbursed at actual
cost
Parking or taxi ~ receipts required for amounts over $75
per occurence
Travel & Business Entertainment
Business entertaining of University guests are
reimbursed at actual cost with receipts
Granting agency may have specific restrictions
regarding entertainment expenses
University Travel Policy and Procedures can be
found at:
http://webb.nmu.edu/hr/SiteSections/Resou
rces/AdminPolicyManual/Travel.shtml
http://webb.nmu.edu/hr/SiteSections/Resource
s/AdminProcedureManual/Travel.shtml
Cost Share/Match
Any cost share/match proposed in the grant
application must be documented
Documentation needed will be determined on a caseby-case basis and will be discussed with Principal
Investigator
Common types of documentation:
Time & Effort Reports
Revenue and Expense Transaction Report with expenses
highlighted to support department expenditures
Cash transfer to grant
Sample Time & Effort Report
Complete actual
effort column
(must total 100%)
Signed by both
employee & supervisor
How Do I View My Budget?
Controller’s Office will provide access for you to view
University Finance Reports through MyNMU
First time users will receive an e-mail with setup
instructions – please call the Controller’s Office (2054)
if you have difficulties
Current Balance Reports - choose the “Financial
Statement for Grants & Projects” to see the summary
status for the entire grant period
Transaction Reports – “Revenue and Expense
Transactions for Projects & Grants” to see all
transaction details for the entire grant period
Summary Report
Balance of
Grant
Available to
Spend
Click on: Administrative Reports
Finance Reports
Financial Statement for Grants & Projects
Current Balance Reports
Detail Transaction Report
Click on: Administrative Reports
Finance Reports
Revenue and Expense Transactions for Projects & Grants
Transaction Reports
Budget Suggestions
The University Finance Reports only contain
information that has been processed by accounting
Suggested method to determine what has and has not
been processed:
Keep a file with copies of invoices and receipts related to
the grant
Regularly verify with the detail transaction report what
transactions have been processed and move processed
invoices/receipts to a paid file
How do I change the budget?
Budget modifications generally require prior approval
of the granting agency
Budget requirements are usually stated in the grant
agreement and vary by agency
Some agencies allow a 10-20% deviation per category
in the budget while others are not so lenient
Please contact the Controller’s Office to discuss your
budget situation before contacting the granting agency
to modify the budget
Financial Reporting
The Controller’s Office will generally prepare and
submit all financial reports and cash requests
Any financial data prepared by the Principal
Investigator, including data in the program report,
must be submitted to the Controller’s Office for
approval PRIOR to submission to an external
organization
Any questions???
Important Phone Numbers
Grants & Research
Andrew Smentkowski – 2456
Sandra Gayk – 2440
http://webb.nmu.edu/GrantsAndResearch
Controller’s Office – 2054
Lindsey Butorac – 1076
Purchasing - 2360
Human Resources – 2330
Risk Management - 2745
Have Further Questions or Need Help
Contact Me!
Lindsey Butorac
Accountant
Controller’s Office
1406 Hedgcock
Phone: 227-1076
Fax: 227-2167
E-mail: [email protected]