The Basics of Grants Administration

1
The Basics of Grants Administration
2
What is Grant Administration

• Grant Administration refers collectively to
  administrative activities from proposal
  development to fiscal management to project
  completion

3
Whats 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
Forms of Sponsored Programs

• Grants
• Contracts
• Cooperative Agreements/Subcontracts

5
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
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
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
Types of Sponsored Programs

• Research
• Public Service
• Instruction

9
General Policies and Cost Principles

• Office of Management and Budget (OMB) Circular
  A-21 applies to Kennesaw State University
• Websitehttp//www.whitehouse.gov/omb/circulars/a0
  21/a021.html
• NIH Grant Policy Statement
• Website http//grants.nih.gov/grants/policy/polic
  y.htm
• NSF Grant Policy Statement
• Website http//nsf.gov/bfa/dias/policy/index.jsp

10
General Policies and Cost Principles cont

• Specific Award Terms and Conditions
• University Policies and Procedures

11
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
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
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 (FA)
• Unrecoverable costs associated with project
  examples are utilities, space etc

14
Direct Costs Must Be

• Allowable
• Allocable
• Reasonable
• Consistent

15
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

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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
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