WELCOME TO GRANTS ACCOUNTING

 Responsible for accounting and fiscal reporting  Review revenue and expenditures  Review Time and Effort reports  Establish grant budgets and record indirect costs  Monitoring each grant’s budget ROLE OF GRANTS ACCOUNTING

 Ultimately responsible for the stewardship of grant.  Monitor program, activities, and day – to – day operations of their grants.  Ensure that the sub-recipients meet all the requirements of the grant(s). ROLE OF PROJECT INVESTIGATOR (PI)

 OMB – Issued circulars that define the principles and standards for sponsored projects funded by federal agencies.  OMB circulars A-21, A-110, and A-133 provide instructions for handling federal funds. OFFICE OF MANAGEMENT & BUDGET (OMB)

 Costs that can be identified with project activities outlined in the grant.  Examples of Direct Costs:  Salaries, wages, and fringe benefits  Costs of materials  Equipment  Supplies DIRECT COSTS

 Costs that cannot be specifically and solely identified with the grant.  Also known as Facilities and Administrative (F&A) Costs.  Examples of Indirect Costs:  Information Technology  Facilities  Purchasing INDIRECT COSTS

 Let’s Take A Poll!! ALLOWABLE AND UNALLOWABLE COSTS

 Allowable costs:  Must be reasonable  Must be allocable  Must be treated consistently  Must conform to any limitation or exclusion ALLOWABLE COSTS

 Unallowable costs:  Extra compensation  Bonuses  Alcohol  Flowers  Gifts UNALLOWABLE COSTS

 HCC conforms to the State Accounting Manual for Florida’s Community Colleges.  The Manual provides the Basic Coding System:  XX-XXXXXXXX-XXXXX-XX  Fund-Department-Object Code-Location CHARTS OF ACCOUNTS

 POOLING  Beginning with FY13, Grants has implemented the POOLING of accounts.  Related GL accounts are rolled up to a POOLED account.  Budgets are entered into the POOLED account.  Actual Expenses/Requisitions/Encumbrances are entered at the POOLEE level. CHART OF ACCOUNTS

 Example of POOLING: TRAVEL CHART OF ACCOUNTS TRAVEL In-District Out-of-District Out-of-State International

 OTHER SERVICES :  Stipends  Registrations  Software license  DATA SOFTWARE EDUCATIONAL  665xx MINOR EQUIPMENT $1000 AND LESS  706xx MINOR EQUIPMENT $ $4999  710xx FURNITURE AND EQUIPMENT $5000 AND OVER  Note: Federal rules consider EQUIPMENT $5000 and above, anything less than $5000 is considered SUPLLIES. CHART OF ACCOUNTS

 As a GENERAL RULE, monies should be spent or encumbered within the first 180 days. TIME TABLE

 Ensure costs involving a grant account are in compliance.  Cost transfers should be requested within 90 days.  College administration will review and approve requests received after the 90 day period.  Cost transfers must be completed within 60 days after a grant terminates. COST TRANSFERS

 Let’s Take A Poll!! PURHASING GOODS AND SERVICES

 As a GENERAL RULE: monies should be spent or encumbered within the first 180 days. PURCHASING GOODS AND SERVICES

 As a GENERAL RULE: monies should be spent or encumbered within the first 180 days.

 Requisitions  Create an online requisition to establish a purchase order PURCHASING GOODS AND SERVICES

 Requisitions  Create an online requisition to establish a purchase order  Include appropriate GL account codes  Include all necessary approval levels  No splitting totals PURCHASING GOODS AND SERVICES

Example: Requisition for 21 computers at $500 each = $10,500 Additional Approval Required PURCHASING GOODS AND SERVICES

 Requisitions  Create an online requisition to establish a purchase order  Include appropriate GL account codes  Include all necessary approval levels  No splitting totals  Bundle all parts of equipment PURCHASING GOODS AND SERVICES

 Requisitions  Create an online requisition to establish a purchase order  Include appropriate GL account codes  Include all necessary approval levels  No splitting totals  Bundle all parts of equipment  Encumber monies during the first 180 days of the project TRAVEL – Determined and finalized within first 90 days CONSULTANTS – encumber within first 90 days MATERIALS & SUPPLIES – encumbered within first 90 days  Questions should be directed to Purchasing PURCHASING GOODS AND SERVICES

 PURCHASE ORDERS  Once the Requisitions are approved, a Purchase Order or Blanket Purchase order is created.  Purchase Orders (“P” and “B”) will appear in in the ENCUMBERED column of WebAdvisor or Datatel (Ellucian) reports.  Encumber monies within the first 180 days.  Questions should be directed to Purchasing. PURCHASING GOODS AND SERVICES

 Check Requests  Subscriptions  Memberships  Travel  Refunds/Reimbursements  Contact Accounts Payable with questions PURCHASING GOODS AND SERVICES

 P-Cards (aka Procurement Cards or Purchase Cards)  Generally used for Travel Arrangements and small purchases of $750 or less per transaction.  Typically, the purchase will post to WebAdvisor and Datatel (Ellucian) the month after the purchase is made.  Cycle runs from the 5 th to the 4 th of the following month.  Questions should be directed to Purchasing. PURCHASING GOODS AND SERVICES

 Establish a New Position  Request of Establish a Position  Request for Classification Action  Extend a Position  Request to Extend Temporary Position  Supplemental Activities  Supplemental Activity Assignment  Agreement of Services  Agreement of Services contract  Must be Approved by the College Attorney  Send contract to Legal Office, attention Tracey Delk PERSONNEL/CONSULTANTS

 REQUIRED for FEDERAL grants  Time and Effort Form – track and verify how employees are compensated for work performed on sponsored agreements.  The Federal government wants its grant recipients to be able to demonstrate that people paid with federal funds actually worked on the federal programs that paid them. TIME AND EFFORT

 T&E must be completed, verified and certified for all employees working on the grant.  Include all the activities performed by the employee under the terms of their employment.  Forms can be found on the T Drive.  Contact Julie Redcay once forms are completed. TIME AND EFFORT

Example: Mr. Jones, the PI on the project, indicated in the proposal that he would devote 80% of his time to the grant. TIME AND EFFORT

If he works 30 hours a week on the grant, and an additional 20 hours a week on his teaching responsibilities …is he compliant? TIME AND EFFORT 80% of 37.5 hour week = 30 hours Yes ??

The correct answer is : NO His EFFORT is only 60% 30 hours divided by 50 hours = 60% TIME AND EFFORT

 NAVIGATING WEBADVISOR

 The Grants Accounting team:  Jana Irvine, Financial Service Manager  Michelle Baker, Accountant  Kim Materazzo, Accountant THANK YOU