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After the Award How to Administer Your Grant Award April 10, 2009 1 After the Award How to Administer Your Grant Award April 10, 2009 1

Presented by: Linda Manley, Grants & Contracts Coordinator, General Accounting Helen Kiss, Assistant Director Presented by: Linda Manley, Grants & Contracts Coordinator, General Accounting Helen Kiss, Assistant Director & Information Coordinator, OARS 2

Topics of Discussion Approved budget to Chart of Accounts (COA) ¡ Expending funds through 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 ¡ 3

Plan Ahead ¡ Do as much as you can to plan for post-award during Plan Ahead ¡ Do as much as you can to plan for post-award during the pre-award stage l l Plan hiring Plan subawards (if any) Get bids for major items Identify problematic issues justify and document ¡ define activities within institutional capabilities ¡ 4

After You Get the Award Letter ¡ Award negotiation l l l If budget After You Get the Award Letter ¡ Award negotiation l l l If budget is cut Be positive OARS negotiates in coordination with you Veteran project directors may negotiate Read the fine print 5

Setting up the new grant ¡ 1. 2. Once G&C receives an official award Setting up the new grant ¡ 1. 2. 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 Proposal Approval Form (PAF) Approved budget- if this is different from the one submitted, G&C will need a revised budget 6

Banner Index Codes ¡ G&C assigns index number(s) l l Grant index contains 6 Banner Index Codes ¡ G&C assigns index number(s) l l Grant index contains 6 digits that start with 4 xxxxx Cost share index from Miami University that supports the grant begins with a 0 xxxxx or 1 xxxxx, depending on the source of the funds 7

Approved Budget to COA ¡ G&C will transfer budget to the chart of accounts Approved Budget to COA ¡ G&C will transfer budget to the chart of accounts (COA) l l 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 8

New Award Notice ¡ 1. 2. 3. 4. Once your grant and/or cost share New Award Notice ¡ 1. 2. 3. 4. 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 Index number(s) Grant title as it appears in Banner Project award period Awarded amount 9

PI Packet ¡ Sent electronically and contains the following information: l l l List PI Packet ¡ Sent electronically and contains the following information: l l l List of Allowable/Unallowable Costs Grant Expense Transfer form T&E form Travel form Grant Instructions 10

Cost Sharing ¡ ¡ ¡ NOTE: If cost is not allowable for reimbursement from Cost Sharing ¡ ¡ ¡ NOTE: If cost is not allowable for reimbursement from a sponsor, it is likely not allowable as cost share. 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 program 3) Necessary and reasonable to accomplish the project 4) Allowable under applicable cost principles 11

Expending Funds through Banner Just like a Departmental Account ¡ Most expenditure documents must 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 ¡ 12

Travel Reimbursement Remember: Travel is reimbursed AFTER travel has been completed. Read the travel Travel Reimbursement Remember: Travel is reimbursed AFTER travel has been completed. Read the travel section of the Accounts Payable handbook before traveling. Complete a travel expense report (handout) for reimbursement. ¡ http: //www. units. muohio. edu/contr oller/prod/accounts_payable/ ¡ 13

Reimbursement other than travel Should be submitted through your department on a directpay requisition Reimbursement other than travel Should be submitted through your department on a directpay requisition ¡ Should include original receipts and proper proof of payment ¡ Note: Avoid paying out-of-pocket. Whenever possible, use a departmental procurement card or purchase order. 14

Paying People off a grant or cost share If charging time to the grant, 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 15

Purchases Initiated by one of 3 ways: 1) Purchase Order (PO) 2) Limited Purchase Purchases Initiated by one of 3 ways: 1) Purchase Order (PO) 2) Limited Purchase Order (LPO)$500 or less 3) Procurement Card (Mastercard)$1000 LPO’s or Procurement cards are for placing small orders for misc. supplies, materials, and services ¡ 16

Do’s and Don’ts of Buying ¡ ¡ ¡ Don’t use your personal credit card 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 17

Oops! How can I move this expense? If you need to move an expense, Oops! How can I move this expense? If you need to move an expense, use a Grant Expense Transfer Form ¡ Need documentation of expense ¡ l l ¡ 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 18

When is it okay to move an expense? To correct an error ¡ To 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 ¡ 19

Unallowable Expenses Alcoholic beverages ¡ Entertainment, including nonbusiness meals ¡ Executive lobbying ¡ Goods Unallowable Expenses Alcoholic beverages ¡ Entertainment, including nonbusiness meals ¡ Executive lobbying ¡ Goods for personal use ¡ Social memberships ¡ Fundraising ¡ First class travel ¡ Fines & penailites ¡ 20

Summary of Budget-Banner ¡ Form l l Summary of budget from inception to date Summary of Budget-Banner ¡ Form l l Summary of budget from inception to date Can look at by month or life of grant ¡ Form l FRIGITD FGIBDST Summary of budget year-to-date -expenses, encumbrances, and balances for one fiscal year 21

Project Reporting Work with grants accounting on financials ¡ Work with OARS on technical 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 ¡ 22

Project Reporting Keep good logs throughout the project ¡ Financial report & receipt of 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 ¡ l Let Grants & Contracts handle financial reporting 23

Forms – Time & Effort ¡ Time & Effort (see handout) Only applies to Forms – Time & Effort ¡ Time & Effort (see handout) Only applies to Federal grants - Sent out electronically by G&C each semester plus summer l Faculty members work 100% “effort” l Will be compared to Payroll records l If different from payroll, reconciliation will need to take place l 24

The End (of your project) Is Near!! l Financial - you will be alerted The End (of your project) Is Near!! l 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? ¡ 25

The End (of your project) Is Near!! l Technical – In addition to any The End (of your project) Is Near!! l Technical – In addition to any progress reports that are due, are there: ¡ Inventions ? ? ? ¡ Equipment purchases ? ? ? l Be timely! 26

No-Cost Extension Can not request just because you have funds left. If you have No-Cost Extension Can not request just because you have funds left. 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

Know the Rules Federal Regulations ¡ State Regulations ¡ University Policies ¡ Sponsor Guidelines Know the Rules Federal Regulations ¡ State Regulations ¡ University Policies ¡ Sponsor Guidelines & Policies ¡ 28

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

Banner/Monthly Financial Report Training in Train http: //www. muohio. edu/train Click on ¡ Learning Banner/Monthly Financial Report Training in Train http: //www. muohio. edu/train Click on ¡ Learning Opportunities ¡ Topics ¡ Comprehensive Financial Services Training Choose any of the workshop codes that begin with “GAC” 30

MIn. E Reports www. muohio. edu/mine l l Summary (MYStatus) Detail (MYDetail) For current MIn. E Reports www. muohio. edu/mine l l Summary (MYStatus) Detail (MYDetail) For current month And/or for any previous month 31

Subawards, Material Transfer Agreements & Memoranda of Understandings (MOU’s) Rachel Shelley (sheller 1@muohio. edu) Subawards, Material Transfer Agreements & Memoranda of Understandings (MOU’s) Rachel Shelley (sheller [email protected] edu) ¡ Martha Weber ([email protected] edu) ¡ OARS 102 Roudebush 529 -3600 32

To Summarize ¡ This is by no means all there is to know, but To Summarize ¡ This is by no means all there is to know, but we hope this gives you a start on l l 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 33

Finally We want this to be a good experience that you will want to Finally We want this to be a good experience that you will want to continue!!!! 34