1. Brought to you by: Rose Ellis – Budget Director – College Operations – Ext. 3005 Cathy Nolan – Budget Accountant – College Operations – Ext. 5604 Greg Holmes – Chief Financial Officer – Ext. 5516 Tasha Drake (Ext 5626), Gloria Jarvis (Ext 5605), Barb Lowder (Ext 5603)

3. Receive an award document? — what to do next

4. Send the original signed document to Grant Accounting

5. Grant accounting will issue a fund number The Department then prepares a BCR Fund numbers are issued based on where the money is coming from.

6. What to include on the BCR BUDGET TRANSFER PurposeDate 4/2/2015 Budget Set up CURRENT REVISED BUDGET FOAPBUDGETReduce Increase BUDGETDESCRIPTION 860591 681500 407000 1500000 -75,000+ 860591 681500 618700 1500000 -30,000+ 860591 681500 617500 1500000 -30,000+ 860591 681500 611500 1500000 -7,000+ 860591 681500 550600 1500000 -5,882+ 860591 681500 591900 1500000 -2,118+ 0 - +0 - +0 00 150,000 Budget AnalystPrepared By:Date Total of Reductions and Budget List Budget SummaryBudget Summary Reviewed & Date Increases = Approved By: 150,000 BANNER J #Entered By: Date Purpose Revenue Account No Roll up accounts Total should be twice the award amount Approval from department budget authority Current Budget should be zero.

7. Grant Accounting sets up fund in Banner

8. Departments Monitor expenditures. Payroll ICO’s Credit Cards Printing & Graphics Postage

9. Grant accounting prepares reports to sponsors Expenses are reviewed for compliance with grant Report prepared based on the format from sponsor Amount billed is submitted to enrollment services for proper posting to grant fund

11. Departments interact with sponsors to negotiate amendments based on the need of the grant project

13. Send original signed document to Grant Accounting Prepare a BCR BUDGET TRANSFER PurposeDate 4/2/2015 Increase in award BUDGET CURRENT REVISED TYPE BUDGET FOAPBUDGETReduce Increase BUDGETDESCRIPTION 86059168150040700015000075,000 -25,000+100,000 86059168150061870015000030,000 -15,000+45,000 86059168150061750015000030,000 -5,000+35,000 8605916815006115001500007,000 -5,000+12,000 8605916815005506001500005,882 - + 8605916815005919001500002,118 - + 0 - +0 - +0 150,0000 50,000 200,000 Budget Analyst Prepared By:Date Total of Reductions and Budg et List Budg et Summ ary Reviewed & Date Increases = Approved By: 50,000 BANNER J # Entered By: Date Purpose Original Budget Total is twice the amount given in the award Approval by department budget authority

14. Submit the original document to Grant Accounting

15. BUDGET TRANSFER PurposeDate 4/2/2015 Move budget to match expenses BUDGET CURRENT REVISED TYPE BUDGET FOAPBUDGETReduce Increase BUDGETDESCRIPTION 86059168150040700015000075,000 - + 86059168150061870015000030,000 - + 86059168150061750015000030,000 - + 8605916815006115001500007,000 -8,000+15,000 86059168150055060015000058825,882- + 0 86059168150059190015000021182,118- +0 0 - +0 - +0 - +0 150,0008,000 150,000 Budget Analyst Prepared By:Date Total of Reductions and Bu dg et List Bud get Sum mary Reviewed & Date Increases = Approved By: 16,000 BANNER J # Entered By: Date Total In reduction and Increase must equal Approval by department budget authority Purpose When moving payroll, OPE must be moved also

16. Go into Expresslane and adjust the budget Use Journal type BXP8

17. Indirect: Also administrative costs. The amount of money given to the college for managing the grant.

18. Cost share: Leveraged resources: Cash match: In Kind These concepts are basically the same thing. They are the monies that the college has committed to the project. Share/Match: To share the burden of expenses of a project. Leveraged: Resources that are accumulated to continue a project after external funding has ended. In Kind: Donated goods/services to a grant.