1. WELCOME TO GRANTS ACCOUNTING

2.  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

3.  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)

4.  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)

5.  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

6.  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

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

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

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

10.  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

11.  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

12.  Example of POOLING: TRAVEL CHART OF ACCOUNTS 60500 TRAVEL 60501 In-District 60502 Out-of-District 60503 Out-of-State 60504 International

13.  64501 OTHER SERVICES :  Stipends  Registrations  Software license  65701 DATA SOFTWARE EDUCATIONAL  665xx MINOR EQUIPMENT $1000 AND LESS  706xx MINOR EQUIPMENT $1001 - $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

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

15.  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

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

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

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

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

20.  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

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

22.  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

24.  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

25.  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

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

27.  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

28.  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

29.  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

30.  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

31. 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

32. 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 ??

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

36.  http://www.hccfl.edu/ http://www.hccfl.edu/ NAVIGATING WEBADVISOR

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