Grants Management! A University Family Affair Presented By: Dr. Claudine Gee Avona Mchoney Delbert T. Foster April 26, 2017

Internal Financial Review Federal Accounts, State Accounts and External Grants Verify appropriated amounts Verify budgeted amounts Verify expenses Verify draw down amounts Whenever you write for a grant, write as if you’ve already received the grant! Grant development team should understand all guidelines of grant Grant Development Team should consist of: Leadership, PI (Principal Investigator), Finance Person and Compliance Person Access to monitor account to make sure you have sufficient funds and not insufficient funds

UNDERSTANDING YOUR FUNDS Terms & Conditions of each award What are the funding types? Who are the funding agencies? What are the rules of engagement? When are the reports due? Funding Types- Restricted and Unrestricted Report due- Give Director 4-5 business days to review before you submit

Does your program Strengthen Your State? Economic Benefit?... Employment?...... Education?...... Social Mobility?...... Do we spend in local communities? Do we hire local people? Do we enhance the educational levels of our communities? Are our participants better off because of our programs and services? Education- Formal and Informal Social Mobility- Yes These are some of the questions in my mind before I do anything! This ensures that we are fair and productive

Best Practices -1 Review audit recommendations/findings What changes can/must be made? Review and Revise current policies!!!! Implement changes ASAP!!!!! Always Review audit recommendations and findings A audit recommendation is not bad Finding- Took money appropriated for EFNEP and used it to renovate facilities Recommendations are for discussion and findings you want to implement changes ASAP

Best Practices -2 Separation of Duties…. 1890 Research 1890 Extension 1890 External Grants Checks and Balances Daily Expense Monitoring Daily Reconciliation Weekly Expense approval process Make sure how you are paid is how you work! 100% research= 100% research Duties come first/ Time and effort is signed at the end of the month Time and Effort will show your percentages separately Justify and Verify time accordingly Daily Reconciliation- so you aren’t overwhelmed at end of month

Are we Relevant, Productive and Accountable? TIME & EFFORT! 1890 FUNDS! ITINERARIES! PLAN OF WORK! ARE WE COMPLIANT? 1890 WORK? ARE THEY LEGITIMATE? ARE YOU INVOLVED? Plan of Work- Due April 1, is your plan of work legitimate and are you involved Involved in plan of work: Meet needs of constituents Make sure you are in compliance with university, state and federal regulations A family affair because the fiscal analysts , agent and executive director must work together

NIFA/1890 FISCAL RESPONSES Can 1890 funds be used to employ university administrators, professors or staff who do not have a verifiable role or function in the food and agricultural sciences? No. Eligible institutions may not use Sections 1444 or Section 1445 funds to employ administrators, professors or staff not performing extension and research activities specified in the Act. Additionally, Section 1444 funds may not be used to pay salaries relating to the offering or conducting of college courses of instruction for credit. As a new employee, I have been trained not to stretch; you have to stick to the budget!

NIFA/1890 Fiscal Responses Can 1890 funds support joint teaching, research, or extension appointments if the individual(s) does not fulfill the appropriate and required time and effort? No. See response to question #1  Additionally, salaries paid from Section 1444 and Section 1445 funds must be supported by time and effort reports. Applicable time and effort reporting requirements are currently found in 2 CFR 220, Cost Principles for Educational Institutions (OMB Circular A-21). These time and effort reporting requirements apply to all NIFA-USDA capacity funds (Section 1444 and 1445) for either full (100%) or joint (less than 100%) appointments.

NIFA/1890 RESPONSES Does the submission of the RFA (previously FGO) by the sponsored program office change the administration or management of the 1890 funds? No. The authorizing legislation, OMB cost principles, agency application guidelines, agency specific guidelines and the award terms and conditions govern the administration and management of Section 1444 and Section 1445 funds. The State Extension Director and 1890 Administrator are responsible for the custody of all Federal funds and for compliance with the Letter of Authorization. Funds may be disbursed only as authorized by the Extension Director or 1890 Administrator or their designee.

Thank You!!! Questions?....... Comments?......