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The Basics of Grants Administration

The Basics of Grants Administration. What is Grant Administration. Grant Administration refers collectively to administrative activities from proposal development to fiscal management to project completion. What’s a Sponsored Program.

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The Basics of Grants Administration

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  1. The Basics of GrantsAdministration Prepared by the Office of Grants and Contracts

  2. What is Grant Administration • Grant Administration refers collectively to administrative activities from proposal development to fiscal management to project completion Prepared by the Office of Grants and Contracts

  3. What’s a Sponsored Program • Any externally funded activity that is governed by specific terms and conditions established in a written agreement between a sponsor and Kennesaw State University • Sponsored programs involve a detailed level of financial accountability, including for example statements of work, project periods, line item budgets and audits Prepared by the Office of Grants and Contracts

  4. Forms of Sponsored Programs • Grants • Contracts • Cooperative Agreements/Subcontracts Prepared by the Office of Grants and Contracts

  5. Grants • A type of financial assistance awarded to Kennesaw State University for the conduct of research or other program as specified in an institutional approved proposal Prepared by the Office of Grants and Contracts

  6. Contracts • A mechanism for procurement of a product or service obligations from both the sponsor and Kennesaw State University • A scope of work or research topic and deliverables are specified in detail by the sponsor Prepared by the Office of Grants and Contracts

  7. Cooperative Agreements/Subcontracts • An award similar to a grant, but the sponsor anticipates having substantial programmatic involvement in research activities once the award has been made Prepared by the Office of Grants and Contracts

  8. Types of Sponsored Programs • Research • Public Service • Instruction Prepared by the Office of Grants and Contracts

  9. General Policies and Cost Principles • Office of Management and Budget (OMB) Circular A-21 applies to Kennesaw State University Website:http://www.whitehouse.gov/omb/circulars/a021/a021.html • NIH Grant Policy Statement Website: http://grants.nih.gov/grants/policy/policy.htm • NSF Grant Policy Statement Website: http://nsf.gov/bfa/dias/policy/index.jsp Prepared by the Office of Grants and Contracts

  10. General Policies and Cost Principles cont… • Specific Award Terms and Conditions • University Policies and Procedures Prepared by the Office of Grants and Contracts

  11. Life Cycle of An Award • Pre Award Phase: includes budget preparation and review • Award Granted • Post Award Setup: includes post award project director meeting and budget set up • Spending Under Award: includes reporting changes and exceptions • Close Out • Audit and Retention Prepared by the Office of Grants and Contracts

  12. Office of Grants and Contracts (Post-Award) Responsibilities • Establish Accounts • Maintain Budgetary Control • Prepare Billings and Financial Reports • Request/Maintain Time Effort Reports • Request/Collect required Cost Share • Reconciliation of Grants/Contracts • Provide monthly reports to Project Directors • Provide Assistance to Project Directors • Agency Audits • Negotiate F & A rates • Establish Cost Policies Prepared by the Office of Grants and Contracts

  13. Direct Costs Salaries and Wages Fringe Benefits Supplies Services Travel Equipment Sub-awards Indirect Costs Referred to as overhead and Facilities and Administrative Costs (F&A) Unrecoverable costs associated with project examples are utilities, space etc… Direct vs. Indirect Costs Prepared by the Office of Grants and Contracts

  14. Direct Costs Must Be • Allowable • Allocable • Reasonable • Consistent Prepared by the Office of Grants and Contracts

  15. Cost Transfers • Document, Document, Document • Clerical errors must be corrected promptly • Personal Services errors should be corrected in 30 days • Must be processed before grant end date Prepared by the Office of Grants and Contracts

  16. Ways to Transfer Costs • Salary Reallocation • Journal entries/cost transfers • Why is charge being transferred • How does it relate to project goals • Provide reference information such as time period, voucher number, PO, dates and amounts Prepared by the Office of Grants and Contracts

  17. Close Out Procedures • Fiscal Reports are submitted by the Office of Grants and Contracts • Technical Reports are submitted by the Project Director • All cost share and time and effort documentation must be provided to the Office of Grants and Contracts by the grant end date Prepared by the Office of Grants and Contracts

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