1. Ball State University Education Redefined Contracts and Grants Office Sheila Sue Shafer - Grant Compliance Analyst Research House – North Side Phone: 765-285-5291 ssshafer@bsu.edu

2. Ball State University Education Redefined Once a proposal is approved, CGO will: Review the terms of the agreement If necessary, negotiate the terms of the award to comply with University policy Accept the award and request signature from one of three University signatories Proposal Approved, Now What?

3. Ball State University Education Redefined The three authorized financial signatories for the University are: – Paul Ferguson, President – Leisa I. Julian, Associate Vice President for Business and Auxiliary Services – Bernard Hannon, Associate Vice President for Business Affairs and Assistant Treasurer Approval for Signature

4. Ball State University Education Redefined Financial Administration, including: Request Fund Codes in Banner System Provide internal approvals for all charges on the grant, including EPAFs, travel, supplies, and more Provide PI with balance updates and notifications of an approaching end date Prepare invoices and financial reports Role of Grant Specialists

5. Ball State University Education Redefined Non-Financial Administration, including: Serve as the liaison with the sponsor for changes and required approvals Follow requirements of sub-awards, independent contractor, and consultant agreements Resolution of problems during the project Track technical reports Prepare audit reports Role of Grant Specialists

6. Ball State University Education Redefined Record Maintenance for Audit Purposes: – CGO retains all financial records – Project Director retains all technical records Records are to be maintained for 3 – 5 years after the end of a project Working with CGO Accounts

7. Ball State University Education Redefined BSU undergoes an annual audit by the Indiana State Board of Accounts The University is subject to audits by federal agencies, the state, non-profit organizations, and other sponsors Financial Records are Audited

8. Ball State University Education Redefined Required annual certification of the percentage of effort spent on a sponsored project Module for this is in Self-Service Banner (SSB) Time and Effort Certification

9. Ball State University Education Redefined Questions?