Training Session Support for Grant Management October 22, 2015 Carrie Mulcaire
Post-Award Management Activities Project Director (PD) Project Setup Write & obtain board approval. Project Setup. Kickoff grant activities including work-plan review. Implement and conduct the project according to the sponsor requirements as stipulated in the terms and conditions in the Grant Award Notification (GAN) and in compliance with the sponsor s policies. Supervise all budget expenditures in conformity with the approved budget and the college and grant funder policies. Grant Office Support Provide examples of board agenda items Set up grant folder Help with clarifying grant roles Providing eg. of detailed work-plan Annual training on federal/ state gov t compliance (e.g. new Uniform Guidance) Troubleshoot compliance/regulatory related questions as they arise Provide support on communication with grant monitor With BSO, provide training on budget monitoring & spend-down Supportive role in developing better financial reports Plans for implementation of grants management software tool
Post-Award Management Activities Project Director (PD) Work with your fiscal support staff to adjust budget and expenses as necessary. Provide supporting documentation for financial transactions as requested by auditor. Complete quarterly and annual reports as required by the funder. Programmatic narrative approved by appropriate supervisors. Financial reports submitted well in advance prior to the due date to allow for certifying these reports. Maintain detailed, accurate records of project activities including milestones, accomplishment and progress towards reach of goals & objectives. Grant Office Support Referrals to BSO documentation, and BSO training Provide past reporting examples; advice on how to structure progress and final report Plans for software to remind project managers of reporting deadlines Plans for software to help expedite the tracking of grant performance metrics and other reporting
Post-Award Management Activities Project Director (PD) Obtain grant monitor approval for budgetary changes or changes in the scope and objectives of the project. Notify BSO, Grants Office (and Cabrillo Foundation) of any grant monitor approved budget changes, objectives, or project scope. Adhere to the College s policies and applicable laws regarding conflict of interest and ensure no conflicts of interest are involved with the project, particularly subcontracting. Be informed and follow all local, state and federal laws and policies regarding. Serve as a good steward of the grants funds. Grant Office Support Can advise PD of budget changes before making requests Will maintain copy of basic grant records while BSO maintains audit files Referral to college policies Troubleshoot questions Help engage risk management in contracting and subcontracting matters Assist PDs in interpreting regulatory and compliance matters Training - being a good steward of funds Update college policies on compliance when needed
Grants Office (GO) Office Location: Building 2551 (Across from the BSO on Lower Campus) 831.477.3566 Carrie Main Tel: 831.479.6481 Evie http://www.cabrillo.edu/services/grants/
Grant Awards Overview of Fiscal Responsibilities
OVERVIEW Budget Development Fiscal Activities During the Year Year End Close Process
BUDGET DEVELOPMENT Project Director/Manager Based on award letters: Develop line item budget detail for revenues and expenses Review of budget for completeness and accuracy Provide narrative as requested for audits and Preliminary and Final Budget development Support and Tools Available Division Accounting Specialists and/or Other Component Support Quarterly User Group Meetings BSO staff available to provide training, guidance and oversight PCN information provided by BSO Café Stipend and Mandatory benefit rates provided by BSO and HR Ellucian Reports Available GLBR (YTD actual, budget comparison) GLTB (YTD transactional detail reports) SQL Reports (TBD)
FISCAL ACTIVITIES DURING THE YEAR Project Director/Manager Ensure fiscal compliance requirements are met Review recording of fiscal transactions for accuracy and completeness (both actual and budgetary as well as revenues and expenses) Provide accurate and timely reporting of fiscal activity as required by grantor and regulatory agencies Compile and provide fiscal data and narrative for quarterly and annual reports Maintain pertinent and relevant source documentation Assist in providing data as requested during Federal, State and other regulatory audits Develop budgets for pertinent grant proposals as part of the application process Support and Tools Available Division Accounting Specialists and/or Other Component Support Quarterly User Group Meetings BSO staff available to provide training, guidance and oversight BSO certifies quarterly and annual reports Business Office Guide: http://www.cabrillo.edu/internal/businessoffi ce/documents/bsoguide100715.pdf BSO Tutorials: http://www.cabrillo.edu/internal/businessoffi ce/ Ellucian Reports Available GLBR (YTD actual, budget comparison) GLTB (YTD transactional detail reports) SQL Reports (TBD)
YEAR END CLOSE PROCESS Project Director/Manager Based on award letters: Review activity for completeness and accuracy Align revenue and expense budgets Align revenues with grant awards Deferrals and Receivables Review expenses for compliance with grant requirements Establish liabilities as needed Resolve outstanding funding issues Prepare annual reports Provide information as requested by auditors Support and Tools Available Division Accounting Specialists and/or Other Component Support Quarterly User Group Meetings BSO staff available to provide training, guidance and oversight BSO audits and reviews transactions. Brings unusual items to department s attention for review and correction BSO certifies annual reports Ellucian Reports Available GLBR (YTD actual, budget comparison) GLTB (YTD transactional detail reports) SQL Reports (TBD)
UPCOMING TRAINING OPPORTUNITIES Quarterly User Group Meetings Opportunity to: Network with colleagues Share information Hold round table discussions and share best practices Identify areas for training Schedule training on a as needed basis
Next Steps User Group Meetings Who: Project Directors, Fiscal Support; GO and BSO to convene folks and help set agenda When: Quarterly meetings Topic examples (but not limited to): - Budget monitoring, cash flow projection & spend-down - Use of needed tools (e.g. budget workbook) - Compliance matters GO & BSO will be inviting individuals for the first meeting in Early 2016
QUESTIONS?