GRANTS HANDLING (RESTRICTED/SPONSORED)
Section 4.05.00 - GRANTS HANDLING (RESTRICTED/SPONSORED)
For more information on Grants, see the Grants website (www.gcsu.edu/grants/).
Prior to submission of a grant proposal, the Principal Investigator should complete the required electronic Grant Approval and Budget Summary, available online at http://info.gcsu.edu/4dLink/4DCGI/GrantProposal/approvalquestion.html). The system provides various offices on campus with the appropriate information to approve or deny the submission on behalf of the university. The Office of Grants and Sponsored Projects requires at least five (5) days to obtain all necessary approvals and any hard signatures. If less than five (5) days are allowed, the meeting of sponsor deadlines cannot be guaranteed.
The following offices retain complete copies of the proposed grant application:
- Office of Grants and Sponsored Projects
- Principal Investigator (keeps copy before submission)
The following offices receive an electronic copy of the Grant Approval and Budget Summary via the online grants system.
- Department Chair
- Dean/Assistant Dean
- Office of Grants and Sponsored Projects
- Budget Office
- Associate Vice President - Extended University
- Vice President - Academic Affairs
Receipt or denial of award:
The Notice of Award from the sponsor should be received by or immediately forwarded to the Office of Grants and Sponsored Projects. The Office of Grants and Sponsored Project is responsible for reviewing the award notice and the corresponding award terms and conditions; notifying the Provost of the new award; and coordinating the acceptance of the award. Once the award is accepted by the university, the Office of Grants and Sponsored Projects will request a grant account be assigned.
Grant account and budget:
Once the award is accepted by the university and a copy of the fully executed agreement is received, the Office of Grants and Sponsored Projects will request that the appropriate account(s) be set up to capture the necessary data to provide proper financial reporting. This request is made to the Chief Financial Officer with copies to the Assistant Controller, Principal Investigator, Department Chairperson, and College Dean. Financial Services (Assistant Controller) will assign a set of account number(s) to capture budget, expenditures, encumbrances (obligations) and communicate this information to the Financial Services staff, Office of Grants and Sponsored Projects, and Principal Investigator.
A specific identifying PeopleSoft number will be assigned by Financial Services. It will consist of a Project/Grant Identifier 36xxxxxxxx. This specific number should be used in all internal communication about the grant.
The approved budget must clearly identify any indirect cost recovery or administrative cost recovery. This information is to include basis for calculation and rate, as well as the budgeted amount (% or $---).
The budget must also clearly identify any cost-share, both in-kind and cash. This should include the source and the basis for determination of cost share.
Award Management Meeting:
Upon receipt of notification and acceptance of awards, an award management checklist will be completed by OGSP and, when warranted, an award management meeting will be held between representatives of the PI, OGSP, Budget, and Financial Services. The focus of the meeting will be to review and interpret the terms and conditions of the funded award. The session will be coordinated and conducted by OGSP at a time mutually convenient for the PI and post-award staff. The extent of the agenda will depend on the type and size of the award, and will provide the following information:
- Approved budget items
- Assistance with budget amendment
- Fiscal accountability and compliance
- Required technical reporting, including contractually required reporting schedules
- Procurement requirements, regulations and procedures.
Accounting for Expenditures:
Expenditure requests should be made no later than sixty days prior to the ending date of the grant. No expenditures from a grant account can be processed without appropriate review and approval by the Office of Grants and Sponsored Projects to ensure costs are allowable, allocable, and reasonable under the grant terms and conditions. All purchase requests or other payment requests need to include the seven (7) digit Department ID Number and the five (5) to ten (10) digit Project/Grant Identifier.
Any and all proposed modifications of an approved grant are to be made by the Principal Investigator to the Grant Compliance Manager for approval and/or concurrence. It is the responsibility of the Grant Compliance Manager to correspond with the funder if agency approval is required.
Project Reporting – Fiscal:
The Principal Investigator is responsible for providing a draft copy of the fiscal report to Financial Operations Manager for reconciliation with the official financial records (General Ledger). The draft copy of the fiscal report is to be submitted thirty (30) days prior to the required reporting date. Any differences are to be resolved between the Principal Investigator and the Business Office. A final fiscal report is prepared by the Financial Operations Manager, certified by the Chief Financial Officer, and returned to the Principal Investigator for inclusion with the final report to the sponsor.
The final progress report is prepared by the Principal Investigator. This report based on the documentation required by the guidelines of the sponsor. A complete copy of the final report should be shared with the Office of Grants and Sponsored Projects prior to submission to the sponsor.