Grants Management Manual, Standard Operating Procedures

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Grants Management Overview and Standard Operating Procedures The Special Programs Office provides specific assistance to faculty and staff with the management and administration of grants for the College. This includes grants that are submitted by the College’s Board of Regents. • Assists with processes and compliance issues related to funding agency or organization regulations and standards, and monitors adherence to college administrative, fiscal and accounting policies, procedures, and fiscal reporting related to grant proposals and funding. • Provides advisory services and assistance in the planning and development stages of grant budgets, spending plans, and cuff accounts. Prepares budget estimates and justifications; and provides advice and technical assistance to grants’ program staff. • Meets regularly with Grant’s Managers/Principal Investigators (PIs) to review and reconcile budget(s) and cuff account(s). • In collaboration with the grant program principal investigator, prepares special programs/grant project funding reports, financial reports and summaries. • Works with Grant’s Managers/PI’s and Special Programs Financial Analyst to ensure that cost codes are acquired in a timely manner and grant fund drawdowns occur on a regular basis. • Assists in the preparation of grant proposals, to include guidance and assistance in budget preparation and interpretation of funding agency or organization regulations and requirements. • Develops and maintains specialized databases and WEAVE record management system for recording and tracking grant proposals, awards, and related statistical information; creates and distributes standard and special reports, summaries and analyses as required. • Maintains current knowledge of grant funding policies, regulations, and procedures, disseminates and presents information to staff; advises on the implementation of changes and on the impact of changes on funded operations. • Monitors grant programs accounting, audits, and fiscal reporting. Performs internal control reviews, and assists with the development of internal control plans and internal accountability procedures. Pre-Award Process Grant Submission Process and Checklist 1. IDENTIFY: Locate an appropriate funding opportunity for your project. 2. NOTIFY: Email your Department Chair and appropriate Vice President or the Board of Regent (BOR) Chair as soon as possible regarding your Intent to Apply for external funds or proposed BOR grants. 3. SUBMIT ROUTING FORM: SIPI’s internal “Grant Proposal Checklist and Approval Form” must be completed in its entirety and routed appropriately. Signatures are required from the Project Director and Vice President or the BOR Chair as appropriate, as well as the President. This document ensures that the SIPI and 2
BOR administration has been made aware of, and endorses, the formal request for the grant. A copy of this document is then submitted to the Special Programs Office for the College’s record. 4. BUDGET SUPPORT: A budget worksheet is attached for your convenience. Please work with the Special Programs Financial Analyst in the development of the budget to ensure that funding requests are compliant with both institutional and federal guidelines. 5. OBTAIN Institutional Review Board (IRB) APPROVAL: Contact Edward Hummingbird, Institutional Effectiveness Specialist for any necessary IRB approvals or if you have questions as to whether your project will need IRB approval. (Please note that review by the Solicitor’s Office may still be required in some instances.) 6. FORMAL SUBMISSION: Submit completed, approved project (including narrative, budget, and appendices) by the required deadline. If the proposal requires electronic submission (via Grants.gov, E-Grants, Fastlane, etc.), allow time prior to the due date to complete the process of online submission and confirmation. You must also allow time for the PI/PD to be set up on a grantor’s electronic reporting site such as Fastlane. Approval process as noted in the attached ‘Grant Proposal Checklist and Approval Form’ is the same for electronic submission. Receiving the Contract/Award When a grantor issues an award (or declination), official notification will be made via phone, letter, and/or email. Recipients typically include the President and/or Project Director. Additionally, the U.S. Senator’s Office or local Congressman’s Office may be notified. If awarded, SIPI and/or the BOR will receive an official Grant Award Notification (GAN) which must be fully executed by the SIPI President or the BOR Chair if a BOR grant. This contract will bind the institution to the terms outlined in the award notification. Contracts/Award Notices All fully executed award notifications will be kept on file in the Special Program Office or other designated office. It is the responsibility of the Project Director to forward a copy of the contract, budget (signed by the President or BOR Chair as appropriate), and award notification letter to the Special Programs Office. The Financial Analyst will then begin the process to establish a unique cost code/ account for each contract under the auspices of the College. The BOR Accountant will assign an appropriate job code for BOR contracts. The Project Director will be notified of the appropriate cost or job code(s) and will be expected to attend appropriate training sessions for efficient administration of the grant. The training will be a function of the Special Programs Office and will be provided to BOR staff as well. Continuing Grants and Contracts The President is SIPI’s signatory authority and serves as the project binding agent for all continuing contracts and grants, including amendments, renegotiated budgets, and annual budget requests that are awarded to the College. SIPI’s President will work in collaboration with the BOR Chair on all contracts and grants under the BOR. All fully executed documentation, including amended contracts, awards, annual reports, final reports, and close‐out documents should be sent to the Special Program Office for archival. Post-Award Process 3
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