1. BUDS Workshop January 16th 2018 9:00am – 2:00pm
ADMINISTRATION & FINANCE

2. Presenters and Attendees
Pantelia Bairaktaris - ORSP
Joan Joseph – ORSP
Rebecca Michielli – A&F
SCHOOL ATTENDEES
ARHU
BUSN
EDUC
GENS
HLTH
NAMS
SOBL
CENTER ATTENDEES
Continuing Studies
CRC
CWEI
Grad Studies
SBDC
SRI&ETTC

3. External Grant Portfolio

4. New Structure Grants Management Team
Lia Bairaktaris: Pre-Award, Subaward Management, Grants Management Oversight
Ronnie Carlini: Internal Awards Management
Joan Joseph: Service Centers Grants Management, Internal Award Budget Transfers
Rebecca Michielli: Grant Accounting / Non-Center Grants Management
Tina Nesbitt: Smartgrant (Pre-award and Post-Award), Internal Award Expense Transfers
Christy Santiago: Grant Accounting Oversight

5. Grant Functions Pre-Award Funding Opportunity
Application Preparation & Submission
Contract (NGA) from Sponsor
Review, Approval & Signatures (Execution)
Post-Award
Fund Number Setup
Project and budget management
Reporting to the sponsor
Deliverables provided to the sponsor
Project completed
Final reports submitted and grant closeout

6. External Grants Pre-Award Post-Award
Lia: Proposal preparation and submission, award document review and execution, subawards management
Tina: Smartgrant system and approval routing
Post-Award
Joan and Rebecca: Setup grant funds, manage grants throughout their life cycle including setup, reporting, billing, modifications and
close-out

7. Pre-award Process - A
PI and ORSP identify a funding opportunity and prepare an application
Proposed budget and internal approval form are approved in smartgrant by all parties
ORSP submits the application packet
Sponsor announces the decision: Application Denied or Awarded

8. Pre-Award Process - B
If awarded, the Contract document is reviewed and revised (if necessary) by ORSP (G#) and the Office of Legal Counsel (L#)
It is signed by an Authorized Official ($0-$500K signed by Executive Director of ORSP, $500K and up signed by VP of Admin & Finance)
Documents sent to the sponsor
Advance Fund is requested
When an executed contract is received, a full fund # is setup.
Sub-awards are issued and budget is discussed

9. Definitions A
Grants - An agreement that provides for an agency to furnish money, property, or materials to a grantee.  The grantee has freedom to pursue the grant’s stated purpose.  The agency does not specify the manner of performance of the work and is not substantially involved in it.
Grant Contract— An agreement for services to be performed by an organization for the awarding agency.  Contracts are generally specific about the objectives, direction, specifications, costs, or methods of performance. A contract requires substantial involvement between the awarding agency and recipient during performance of the research.
Fixed Price Contract - An agreement in which a price is determined in advance for the performance of a specific project or scope of work.

10. Definitions B
Principal Investigator/Project Director—The person ultimately responsible for managing the timely implementation and completion of a specific project.  Principal investigators must ensure compliance with sponsor regulations for project costs incurred, patents, or licensing and reporting requirements, as appropriate.
Subcontract/Subaward - An agreement between a party of an original contract and a third party, to provide all or a specified part of the work or materials required in the original award. In most cases, subcontracts must be approved by the sponsoring agency. Subcontractors should be identified in the proposal, including the subcontractor’s budget, their indirect rates, scope of work, and approval from their administration to participate in the project.

11. Fund Setup - A Joan does the following for all funds:
Gather the contract, budget, internal approvals
Assign the fund number and determine the Banner Finance Access
Prepare and circulate the cost share form for signatures
Send documents and setup instructions to Rebecca
Determine subawards and discuss details with PI and ORSP
Determine the need for course release and other adjustments

12. Fund Setup - B Rebecca does the following for all funds:
Setup grant and cost share funds in Banner according to sent documents
Journal entry budget into the new fund and distribute in the categories
Create an award packet including data points sheet and award documents
Send award packet to the PI, BUD, Joan, Lia and Tina
Request fund access for end users, viewers and approvers from M. Hughes
Organize a setup meeting with PI and BUD

13. Throughout the Grant Life Cycle
Joan: Request position # from Budget Office. Budget Office will position #s to Joan, PI, BUD
Joan: Complete course release forms and labor distributions and send to Budget Office to process
Joan: Disbursement of faculty and staff supplementals is discussed with the PI
BUDS: In consultation with Joan & Rebecca, prepare, circulate for approvals and submit the payroll supplemental forms to Joan
Joan: Check for compliance and send the payroll sheets to Payroll, BUDS, Provost’s Office and Rebecca
Joan or Rebecca: Prepare the redistribution forms.
PIs & BUDS: Monthly expenses need to be monitored to ensure transactions are posting correctly in Banner
BUDS: Complete cost transfer forms and budget transfer requests to Rebecca or Joan (with Joan’s or Rebecca’s assistance when needed)
Rebecca: Make all necessary adjustments in Banner

14. Service Provider Agreements
All Service Provider Agreements and any contract received from vendors, should be ed to before the Legal review
ORSP will review, assign a G# and forward to Legal
Before sending the agreement to ORSP, make sure the vendor has a Z# and include the fund # from where the payment will be made.
All Service Provider Agreements should be approved before the vendor begins work

15. Joan’s Portfolio Joan Joseph
SOBL – CWEI grant only & Continuing Studies – Talent Network grant
Coastal Research Center
Marine Field Station (M. Sullivan, S. Evert, E. Lacey)
SBDC
SRI/ETTC
SCCE

16. Grad Studies / Continuing Studies
Rebecca’s Portfolio
Rebecca Michielli
ARHU
BUSN
EDUC
HLTH
NAMS
SOBL
PAC
POLICE
Facilities
Free To Be
Grad Studies / Continuing Studies
Student Services

17. Faculty & Staff Supplemental Payments or Stipends
Supplements or Stipends:
Must be paid over the period of the performance of work - not in lump sums.
Faculty and Staff supplementals may be submitted on the same Supplemental Payroll Spreadsheet
#1 & 2 - Faculty/Staff Supp must match appropriate position # and Account Code
#3 & 4 - Stipend amounts can be for 1 pay period or multiple pay periods
#5 - Multiple Grants’ supplemental payments can be listed on same spreadsheet.

18. Faculty & Staff Supplemental Payments or Stipends, cont’d
- Payroll Spreadsheets must be submitted to the ORSP via
- Additional information will be added if necessary and the final sheet will be sent to Payroll, Provost Office and the BUD.
- BUDs must check to see if the stipends post to the proper funds for the proper amounts.
TES and Student Payroll Spreadsheets
Web Time Entry should be used for all Students and TES payments with a few exceptions.
TES and Students can be submitted on the same spreadsheet – BUT they cannot be submitted on a Faculty and Staff spreadsheet.

19. Cost Transfer Request Form

20. Billings, Reporting, Modifications & Extensions
As Rebecca completes the Billings and Reports, preliminary copies will be ed to the PI's, Bud and Joan (if Center).
Billings are completed off of what is currently posted to Banner for the time frame being reported on. Anything not posted in Banner will be included on the next report. Accruals are only made on FINAL reports
Cost Transfers and Redistributions may be included in the next billing
These are time sensitive and it is imperative that the reports be reviewed and approved or have changes requested asap.
A copy of the billing or report is sent via to PI, Bud and Joan. On occasion, Lia will assist with the programmatic reports or the submission in the sponsor’s system
Once accurate, the billing or report will be signed in A&F and mailed, ed or submitted electronically to the Sponsor.
Budget Modifications requests will be submitted to the OSRP for regulatory and compliance checks before they are sent to the Sponsor.
Budget Modifications must be submitted to the Sponsor within the contracted time period.
Extension Requests for Grant Projects should be requested from the ORSP (Lia will assist).

21. End of the Month End of the Month
Review that all receiving has been done (if there has been receiving and the expense has not posted to Banner please inform Joan or Rebecca.)
Review that all redistributions have been approved and forwarded to Joan or Rebecca (if you have submitted a redistribution and do not see it in Banner, please the grant team)
Review that all stipends, supplemental, course releases have been approved and forwarded to Joan or Rebecca (if you have submitted a redistribution and do not see it in Banner, please the grant team)
Review that all travel reimbursements have been submitted to accounts payable (if there are reimbursements that have not posted to Banner please inform Joan or Rebecca
Review that all credit card receipts have been forwarded to accounts payable (if there are any reimbursements that have not posted to Banner please inform Joan or Rebecca)
Review the appropriate match fund (if applicable) to ensure items have been posted (if there are expenses that have not posted to Banner please inform Joan or Rebecca)
Review that all copier, Chartwell’s, and print shop charges have posted to Banner (if there are expenses that have not posted to Banner please inform Joan or Rebecca)
Review that all requested cost transfers have been processed (if there are expenses that have not posted to Banner please inform Joan or Rebecca)

22. Closeout Procedures Closeout
Closeout procedures for Grant Funds are started with communication between the Bud, Joan, Rebecca and the PI
Closeout monitoring is done at the 90 days, 60 days and 30 days to the end of the grant period.
ALL supplies and payrolls must be completed by the grant period end date or accrued.
Rebecca and Joan will be in continual contact to adhere to these requirements.

23. Questions Contact ORSP For assistance with budget preparation
For Questions about submitting a grant application
Contact Joan and/or Rebecca
For assistance with financial reporting and billing
For assistance with grant expense status or modifications

24. Communication
Communication is a vital element in successful grant management. There is a need for expanded communication and information sharing involving various personnel throughout the grant process.
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25. QUESTIONS & General Discussion?