Grants 101

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Grants 101

• Congratulations on being awarded a grant!
• NOW WHAT?

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• Notify Grants Accountant by completing 2 forms
• Request to Add Org Unit (Grant)
• Grant Budget Input Forms
• These forms translate your accepted proposal
  into a format understandable by Panthernet.

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• Send a copy of the award letter/signed contract
  to the Grants Accountant
• Finance will assign an organizational unit (org
  number) for the life of the grant.

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1. Request to Add Org Unit

• Provide financial information on the basics of
  the grant
• WHO
• WHAT WHEN
• WHERE

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USER GROUP ID

• Identifies a group of individuals
• in relation to an org unit.
• Who can VIEW
• Who can CREATE TRANSACTIONS
• Who can APPROVE TRANSACTIONS

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Grant Funded Employees

• Enter the Time and Attendance Code (TA)
• Enter the Time and Attendance Input Person
• Enter the Time and Attendance
  Approver

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Additional Questions

• What is the last day to make encumbrances/submit
  Purchase Orders?
• What is the last day to pay encumbrances with
  grant funds?
• (meaning no funds can be disbursed after this
  date)
• Are Roll-Over funds allowed?

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Commitment

• When a department request is entered in the
  system, the funds to pay for this request are
  committed. A portion of the budget is
  restricted to pay for the proposed acquisition.

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Encumbrance

• When a purchase order is raised to order the
  item a portion of the budget is restricted to
  ensure funds are available to pay for the
  acquisition.

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2. Budget Forms

• Translates your approved budget into the general
  ledger codes used by PBCC
• The budget information in Panthernet must
  correspond to the budget approved by your
  awarding agency.

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General Ledger Codes

• 100 accounts - assets
• 200 accounts - liabilities
• 300 accounts - control accounts
• 400 accounts - revenue
• 500 accounts - payroll and benefits
• 600 accounts - expenses
• 700 accounts - capital expenses

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Payroll

• Grants Accountant forwards your budget
  information and new org number to Payroll and HR
• HR creates a budget position number and notifies
  Payroll
• Payroll notifies you that you can enter in Time
  and Attendance mode.

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Coordinate with Payroll and HR

• at time of hiring a new employee
• or at time an existing employees
• assignment is changed.
• Notify Payroll, HR and Grants Accountant of
  change in employment status in your grant.

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Panthernet

• Path to view information in your org
• CM Campus Menu
• UG User Group Access
• UG List User Group
• Choose the User Group for this org
• Enter GL to view income and expense

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Know Where You Stand

• Review your org
• Review income and expenses
• Compare actual to budgeted figures
• Know how much money you have left
• Work with your cut off dates in mind

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Income Expense Screens

• GL Code
• Description of the GL Code
• Budget Column
• Commitments and Encumbrances
• Actual Income and Expense
• Balance of your Budget Column

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Navigate Income Expense Screens

• Move the cursor by using the plus signs at bottom
  of screen.
• Move cursor up to desired figure.
• Hit enter to see detail of current months
  transactions.
• F8 advance to next screen
• F7 return to previous screen
• F2 return to previous application.

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Frequently Asked Questions

• Examples to Follow

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How Are the Funds Credited to My Account?

• Consult Grant Documents
• Each Grant is different
• Some may be advance payments paid quarterly
• Grants Accountant may request reimbursement
• Some may require invoices and reports

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Invoicing

• Some grants require you to invoice the agency for
  payment
• Grants Accountant will assist with preparation of
  invoice
• Invoices may require additional program
  information

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How Do I Expend Funds?

• All transactions are processed through Panthernet
• All rules of the College pertaining to
  expenditure restrictions apply to all grants.
• Department Requisitions request for purchase
  orders
• Disbursement Requests request for check

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How Can I Expend Funds?

• Consult grant documents and approved budget
• Consult awarding agency guidelines
• Consult project officer/agency liaison
• Expenses must be necessary and reasonable

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What if Monetary Needs Change?

• Consult grant documents/award letter for guidance
• Consult project officer/agency liaison

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What is a Budget Amendment

• Written request to your awarding agency
• Asks to move budgeted funds from one area to
  another, or change in award
• Requirements vary with each grant
• Awarding agency approval normally required,
  unless award document specifies otherwise.

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What is a Budget Transfer?

• Command to Panthernet to move approved budget
  from one general ledger code to another
• Transfer must comply with grant requirements

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What About Reporting?

• Program Reports
• Financial Reports

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Program Reports

• Completed by Grants Administrator
• Details Accomplishments
• Details Deliverables
• Forward completed copy to Grants Accountant and
  Grants Development Manager

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Financial Reports

• Statement of monetary aspects of grant
• Notify Grants Accountant of what is due and when
• Grants Accountant will complete forms for you

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What About Year End?

• The Colleges fiscal year end is June 30
• If your grant continues into the next year, no
  action is required on your part to move the
  balances forward
• Balances will be moved after the Finance
  Department Year End Closing

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College Year End Closing

• May take several weeks to complete
• You may initiate transactions during this time if
  necessary. Contact Grants Accountant.
• You will not see your budget balances until the
  closing process is complete
• You must manually keep track of expenditures vs.
  budget

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What About Purchasing?

• Panthernet is an integrated system
• Transactions travel through the different modules
  of Panthernet
• Purchasing Department provides a manual and
  offers training classes throughout the year

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Purchasing Cut Off Date

• In anticipation of Year End, a cut off date is
  announced after which purchases are no longer
  allowed
• Usually the first week of May
• Allows purchasing to clear the system
• You are encouraged to purchase early in your
  grant year

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Grants with June 30 End Date

• Purchasing may be allowed after the College cut
  off date
• Such allowances made on case by case basis
• You must still allow for time for delivery of
  goods and payment

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I Have An Existing Grant and Have Been Awarded
More Money

• Complete the form Notification of Additional
  Funding on Existing Grant
• Complete Grant Budget Input Form
• Forms located at http//www.pbcc.edu/x1934.xlm
• Submit forms and copy of award letter to Grants
  Accountant

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How Do I Process Travel Reimbursements?

• Confirm that travel reimbursements are allowable
  and budgeted in your grant
• All travel expenses must be pre-approved
• Expenses must be necessary and reasonable
• Use same paperwork and procedures as with other
  College related travel
• Request for Leave form must be submitted
• Attach all required receipts
• Consult Colleges Travel Policy for specifics
• PBCC - Travel

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External Resources

• Grant Documents
• Grant Project Manager
• Granting Agency Website

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Internal Resources

• Grant Development Manager
• Grants Accountant
• Manager, Grants Restricted Accounting
• Purchasing Manager
• Payroll Manager
• Human Resources
• Travel Department

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Questions?
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Grants Time and Money Know Your Position