An Introduction to Grant Management at Riverside Community College District

2 Award Notification and Board Approval Process Award Notification Award Notification Review for accuracy Review for accuracy If award is less than request, new budget will be requested If award is less than request, new budget will be requested Board of Trustees’ Approval Process Board of Trustees’ Approval Process Approval of Budget Approval of Budget If not included in the Adopted Budget….. If not included in the Adopted Budget….. –Board Report –Resolution to Amend –Income and Expenditures – Budget Amendment

3 Board Approval Process Approval of Agreement Approval of Agreement If no acceptance signature is required, only budget is submitted for Board approval If no acceptance signature is required, only budget is submitted for Board approval If acceptance signature is required: If acceptance signature is required: –Item must be submitted to Board Committee and –Board of Trustees’ for approval

4 Important Relationships Colleen Molko – Grant management training and consultation x8932 Colleen Molko – Grant management training and consultation x8932 Kathleen Bender – Liaison for grants in the Business Office x8924 Kathleen Bender – Liaison for grants in the Business Office x8924 Michele Arnold – Liaison for grants in the Business Officex8668 Michele Arnold – Liaison for grants in the Business Officex8668 Misty Cheatham – Budget Control x8929 Misty Cheatham – Budget Control x8929 Lynn Brookens – Accounts Payable x8663 Lynn Brookens – Accounts Payable x8663 Melissa Elwood – Accounts Payable x8660 Melissa Elwood – Accounts Payable x8660

5 Important Relationships Payroll – Assignments for Certificated Staff: Payroll – Assignments for Certificated Staff: Erin TorresA-Fx8925 Erin TorresA-Fx8925 Michele ArnoldG-Nx8662 Michele ArnoldG-Nx8662 Sue PaganoO-Zx8667 Sue PaganoO-Zx8667

6 Important Relationships Payroll – Assignments for Classified Staff: Payroll – Assignments for Classified Staff: Cindy HeinA-Fx8666 Cindy HeinA-Fx8666 Pauline CastroG-Nx8923 Pauline CastroG-Nx8923 Vernita JacksonO-Zx8921 Vernita JacksonO-Zx8921

7 Important Resources Official Award Notification Official Award Notification Program Officer Program Officer Federal References Federal References Education Department General Administrative Regulations (EDGAR) can be found at: eg/edgar.html Education Department General Administrative Regulations (EDGAR) can be found at: eg/edgar.html eg/edgar.html eg/edgar.html

8 Important Resources Federal References (Continued) Federal References (Continued) Expanded Authorities Amendment Expanded Authorities Amendment Office of Management and Budget (OMB) Circulars can be found at: rculars.html Office of Management and Budget (OMB) Circulars can be found at: rculars.html rculars.html rculars.html A-21 – Cost Principles A-21 – Cost Principles A-110 – Administrative Requirements A-110 – Administrative Requirements A-133 – Single Audit Requirements A-133 – Single Audit Requirements

9 Important Resources District Resources District Resources Board Policy Manual Board Policy Manual Board Report Handbook Board Report Handbook Board Calendar Board Calendar Management Handbook Management Handbook CTA Agreement CTA Agreement CSEA Agreement CSEA Agreement Classified Staff Handbook Classified Staff Handbook

10 Important Resources District Resources (Continued) District Resources (Continued) Galaxy Galaxy Chart of Accounts Chart of Accounts Signature Authority Summary Signature Authority Summary Staff Directory Staff Directory Academic Calendar Academic Calendar Salary Schedules Salary Schedules

11 Planning for Success As work on the grant program begins, and as new staff are hired, ensure that each member of the team has a clear understanding of the purpose and objectives of the grant and his/her contribution to the success of the program As work on the grant program begins, and as new staff are hired, ensure that each member of the team has a clear understanding of the purpose and objectives of the grant and his/her contribution to the success of the program

12 Planning for Success Know your grant Know your grant Know the regulations that apply to your grant Know the regulations that apply to your grant Plan further in advance than you think is needed!! Plan further in advance than you think is needed!! Work backward - map out activities to achieve work plan objectives Work backward - map out activities to achieve work plan objectives For each objective, consider: For each objective, consider: What activities were promised in the narrative and/or work plan? What activities were promised in the narrative and/or work plan?

13 Planning for Success What additional activities need to occur to fulfill each objective? What additional activities need to occur to fulfill each objective? In what timeframe must each individual activity occur? In what timeframe must each individual activity occur? Is an activity dependent upon completion of another? Is an activity dependent upon completion of another? Does your approved grant budget support costs related to that activity? Does your approved grant budget support costs related to that activity? How much lead time will be needed for approvals that are required by District policies and procedures? How much lead time will be needed for approvals that are required by District policies and procedures?

14 Ensuring Success Monitoring Monitoring Progress toward objectives in relation to timeline specified in grant Progress toward objectives in relation to timeline specified in grant Budget expenditures Budget expenditures Allowable Allowable Allocable (Direct link to grant objective) Allocable (Direct link to grant objective) Reasonable Reasonable Cost sharing Cost sharing

15 Communication with Program Officer Obtain clarifications or approvals Obtain clarifications or approvals Required reporting Required reporting Fiscal Fiscal Business Office approval required prior to submission Business Office approval required prior to submission Actual, not budgeted Actual, not budgeted Program progress Program progress

16 Audit Readiness All official grant documents on file All official grant documents on file All objectives met – detailed documentation on file All objectives met – detailed documentation on file All approvals required by regulations in writing All approvals required by regulations in writing All expenditures allowable and well documented All expenditures allowable and well documented Time allocation reports for all staff on file Time allocation reports for all staff on file Grant records retained for a minimum of three years after closing; some grants require records to be kept for five years. Grant records retained for a minimum of three years after closing; some grants require records to be kept for five years.

17 You’re on Your Way!