1. Prepared by the Office of Grants and Contracts1 The Basics of Grants Administration

2. Prepared by the Office of Grants and Contracts2 What is Grant Administration Grant Administration refers collectively to administrative activities from proposal development to fiscal management to project completion

3. Prepared by the Office of Grants and Contracts3 What’s a Sponsored Program Any externally funded activity that is governed by specific terms and conditions established in a written agreement between a sponsor and Kennesaw State University Sponsored programs involve a detailed level of financial accountability, including for example statements of work, project periods, line item budgets and audits

4. Prepared by the Office of Grants and Contracts4 Forms of Sponsored Programs Grants Contracts Cooperative Agreements/Subcontracts

5. Prepared by the Office of Grants and Contracts5 Grants A type of financial assistance awarded to Kennesaw State University for the conduct of research or other program as specified in an institutional approved proposal

6. Prepared by the Office of Grants and Contracts6 Contracts A mechanism for procurement of a product or service obligations from both the sponsor and Kennesaw State University A scope of work or research topic and deliverables are specified in detail by the sponsor

7. Prepared by the Office of Grants and Contracts7 Cooperative Agreements/Subcontracts An award similar to a grant, but the sponsor anticipates having substantial programmatic involvement in research activities once the award has been made

8. Prepared by the Office of Grants and Contracts8 Types of Sponsored Programs Research Public Service Instruction

9. Prepared by the Office of Grants and Contracts9 General Policies and Cost Principles Office of Management and Budget (OMB) Circular A-21 applies to Kennesaw State University Website:http://www.whitehouse.gov/omb/circulars/a021/a021. htmlhttp://www.whitehouse.gov/omb/circulars/a021/a021. html NIH Grant Policy Statement Website: http://grants.nih.gov/grants/policy/policy.htm NSF Grant Policy Statement Website: http://nsf.gov/bfa/dias/policy/index.jsp

10. Prepared by the Office of Grants and Contracts10 General Policies and Cost Principles cont… Specific Award Terms and Conditions University Policies and Procedures

11. Prepared by the Office of Grants and Contracts11 Life Cycle of An Award Pre Award Phase: includes budget preparation and review Award Granted Post Award Setup: includes post award project director meeting and budget set up Spending Under Award: includes reporting changes and exceptions Close Out Audit and Retention

12. Prepared by the Office of Grants and Contracts12 Office of Grants and Contracts (Post-Award) Responsibilities Establish Accounts Maintain Budgetary Control Prepare Billings and Financial Reports Request/Maintain Time Effort Reports Request/Collect required Cost Share Reconciliation of Grants/Contracts Provide monthly reports to Project Directors Provide Assistance to Project Directors Agency Audits Negotiate F & A rates Establish Cost Policies

13. Prepared by the Office of Grants and Contracts13 Direct vs. Indirect Costs Direct Costs –Salaries and Wages –Fringe Benefits –Supplies –Services –Travel –Equipment –Sub-awards Indirect Costs –Referred to as overhead and Facilities and Administrative Costs (F&A) –Unrecoverable costs associated with project examples are utilities, space etc…

14. Prepared by the Office of Grants and Contracts14 Direct Costs Must Be Allowable Allocable Reasonable Consistent

15. Prepared by the Office of Grants and Contracts15 Cost Transfers Document, Document, Document Clerical errors must be corrected promptly Personal Services errors should be corrected in 30 days Must be processed before grant end date

16. Prepared by the Office of Grants and Contracts16 Ways to Transfer Costs Salary Reallocation Journal entries/cost transfers –Why is charge being transferred –How does it relate to project goals –Provide reference information such as time period, voucher number, PO, dates and amounts

17. Prepared by the Office of Grants and Contracts17 Close Out Procedures Fiscal Reports are submitted by the Office of Grants and Contracts Technical Reports are submitted by the Project Director All cost share and time and effort documentation must be provided to the Office of Grants and Contracts by the grant end date