G 3 Basics Grant Development, Grant Compliance, and Grant Accounting

Contacts  Grant Development  Teresa Gonzalez, Grant Development Officer  Maricela G. Silva, Grant Development Officer  Grant Compliance  Samantha B. Uriegas, Grants/Contracts Compliance Officer  David M. Passero, Grants/Contracts Compliance Manager  Nohemi Marroquin, Grants/Contracts Compliance Specialist  Grant Accounting-Business Office Grants  Dalinda Gamboa, Accounting Group Manager  Norma Reyna, Accountant  Jacinta Garcia, Accounting Specialist  Esmeralda Palomo, Accounting Specialist

Duties and Responsibilities

Grant Acronyms  RFP  RFA  NOGA  PI  GM  FM  T&E  PAR

Grant Acronyms  RFP (Request for Proposal)  RFA (Request for Application)  NOGA (Notice of Grant Award)  PI (Principal Investigator)  GM (Grant Manager)  FM (Financial Manager)  T&E (Time and Effort)  PAR (Personnel Activity Report)

Grant Start-Up Forms  Request to Set-Up a New Grant Fund  Request of a Grant Budget Form  Banner Finance Access Form

CREATING A GRANT (Form BO-4201)  Fund – Left blank (Business Office will assign fund code)  Organization – Grant Compliance: R14300, Carl Perkins Grant Compliance: R14200, R60010 The Institute for Advanced Manufacturing  Program - refer to Banner Program Hierarchy Report  Financial Manager – person responsible for ensuring compliance and approving requisitions, invoices, administrative costs, etc.  Principal Investigator – person managing the grant Form MUST be completed in full

CREATING A GRANT BUDGET (Form BO-4200)  Grant Fund – Left blank (Business Office will assign fund code)  Organization – G rant Compliance: R14300, Carl Perkins Grant Compliance: R14200, R60010 The Institute for Advanced Manufacturing  Program - refer to Banner Program Hierarchy Report  Revenue Budget – t otal budget in corresponding category (federal, state, local, private)  Expenditure Budget – summarized by budget pool ( salary, benefits, operating, travel, capital and scholarships) Form MUST be completed in full including ALL required signatures

REQUESTING ACCESS TO GRANT FUND  Form BO – 7200 MUST be completed in full and submitted to the Business Office Grants are fun!!!

Grant Initiation Meeting  Who are involved?  Grant Compliance  Business Office-Grants  Other departments requested  Grant Manager  What is discussed?  Grant Deliverables  Grant Budget  Program Report and Fiscal Report Deadlines

Chart of Account Reports  Fund - 21…, 22…, 23…, 24…  Organization - R14200, R14300  Account - 61…, 71…, 72…, 73…, 74…  Program , 80..

Grants Banner System (Non-Student Specific Grants) Financial Manager Inquiry Forms  FRIGITD - Grant Inception To Date Same as FGIBDST– Organization Budget Status (Form in Finance Module)  FRIGTRD - Grant Transaction Detail Form Same as FGITRND- Detail Transaction Activity (Form in Finance Module)

FRIGITD

FRIGTRD

FOIDOCH REQ, PO, INV R00…., P00…, I0….

FGIOENC

Important Requisition Information  Department/Vendor Information/Quotes  Fund/Org/Account/Program  Item Description and Quantity  Document Text –  Name of the Grant  What is the funding for  Who will it serve  What is the time frame of the activity

GRANT REQUISITION APPROVAL PROCESS Authorized personnel completes on-line requisition Financial Manager will approve/disapprove requisition Business Office-Grants will approve/disapprove requisition Requisition will follow Purchasing processes Purchasing Personnel will approve/disapprove requisition

GRANT TRAVEL APPROVAL PROCESS  Grant Travel forms and approval follow STC’s general procedures  Remember:  Federal Limits  State limits 2015 Per Diem Rates (US General Services Administration) -

Travel Forms  In-State per diem  STC approved rates  Out-of-State per diem  GSA Regulations  $0.56 mileage  No Tips  No State Tax

Time and Effort Documentation  6 month Personnel Certification  Monthly Personnel Activity Report

Audits  In a fiscal year, the Business Office-Grants may go through several audits (monitoring visits, desk reviews, site visits, audits, etc.).  Prior audits have been performed by:  Texas Workforce Commission  Workforce Solutions  Department of Education  Department of Labor  Texas Higher Education Coordinating Board  Private Agencies

Questions???