Carrie Mulcaire
Training Session –
Support for Grant Management
Post-Award Management Activities
Project Director (PD) Grant Office Support
Project Setup – Write & obtain board approval. Project Setup. Kickoff grant activities including work-plan review.
• Provide examples of board agenda items • Set up grant folder
• Help with clarifying grant roles
• Providing eg. of detailed work-plan
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.
• 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
Supervise all budget expenditures in
conformity with the approved budget and the college and grant funder policies.
• With BSO, provide training on budget monitoring & spend-down
• Supportive role in developing better financial reports
• Plans for implementation of grants management software tool
Project Director (PD) Grant Office Support
Work with your fiscal support staff to adjust budget and expenses as
necessary. Provide supporting
documentation for financial transactions as requested by auditor.
• Referrals to BSO documentation, and BSO training
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.
• Provide past reporting examples; advice on how to structure progress and final report
• Plans for software to remind project managers of reporting deadlines
Maintain detailed, accurate records of project activities including milestones, accomplishment and progress towards reach of goals & objectives.
• Plans for software to help expedite the tracking of grant performance metrics and other reporting
Project Director (PD) Grant Office Support
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.
• Can advise PD of budget changes before making requests
• Will maintain copy of basic grant records while BSO maintains audit files
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.
• Referral to college policies • Troubleshoot questions
• Help engage risk management in
contracting and subcontracting matters
Be informed and follow all local, state and federal laws and policies regarding. Serve as a good steward of the grants funds.
• 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
Grant Awards
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)
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)
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)
