Financial Grant Management

1. Financial Grant Management Presented by: Lindsey Butorac Accountant Controller’s Office

2. The grant was funded – now what? • Immediately send the grant agreement and other documents to the Controller’s Office • The Controller’s Office will: • Review the grant agreement: • For compliance with terms, conditions, and applicable laws • With Risk Management for insurance and liability issues • With Human Resources for employment related issues • Obtain the signature of a Contracting Officer if needed • Mail the signed grant agreement to the granting agency • Send signed copies of the grant agreement to the Principal Investigator and the Grants & Research Office

3. Authorized Officials & Officers • Authorized Official for grant proposals: • Associate Provost for Academic Affairs and Dean of Graduate Studies – Cynthia Prosen • Primary Contracting Officer for grant agreements and contracts: • V.P. of Finance and Administration – R. Gavin Leach • Only individuals authorized by the Board of Trustees may legally bind the University

4. Post Award Process • The Grants & Research Office will send you a memo acknowledging your award with a copy of the Request for Grant Organization Number form • Form is also available on Grants & Research Website • Once the form is complete, return the original to the Controller’s Office and a copy to the Grants & Research Office • A meeting will be scheduled for the Principal Investigator to meet with representatives from the Grants & Research Office and the Controller’s Office to discuss any requirements and questions

5. Request for Grant Org # Form • Complete and submit this form along with a copy of the award letter and most recent budget • Make sure line 4 of the form is filled in: • Signature of financial manager (usually the department head) is required • Normally the department’s main organization number is listed starting with a 2 or 3 • A grant organization number (starts with 5) cannot be used • Must be signed by the Principal Investigator

6. Post Award Process Cont’d • Principal Investigator will be e-mailed an organization number to use for the grant expenses • Expenses must be within dates specified in grant agreement • Expenses must be in line with the approved budget • The Principal Investigator is the Financial Manager of the organization number assigned to the grant and approves all expenses • Supervisor approval still required for certain transactions: • Personal reimbursements to Principal Investigator • Travel of the Principal Investigator • Business Entertaining of University Guests paid by Principal Investigator

7. How Do I Spend the Money? • University Credit Card • Purchase Order • Check Request • Journal Entry • Personal Services Contract • University Department Charge • Payroll

8. Important Things to Remember • Do not purchase an item and say “bill NMU” • Do not personally pay for software, cameras, or equipment – prior approval is needed • If the item has a warranty do not purchase personally and request reimbursement from NMU • Warranty is held by original owner and will be voided when reimbursed by NMU • University credit card or Purchase Order should be used for warranty to be issued to NMU

9. Important Things to Remember • Purchase order is required for purchases that need to be bid • Food Service Policy must be followed for food consumed on campus • http://webb.nmu.edu/hr/SiteSections/Resources/AdminPolicyManual/FoodService.shtml • Hazardous materials must be purchased in accordance with the Hazardous Materials Management Policy: • http://webb.nmu.edu/Departments/PublicSafety/SiteSections/PoliceServices/Policies/HazardousMaterialsMgmt.shtml

10. University Credit Card & Concur • The University credit card issued to you can be used for expenses that need to be charged to the grant • Graduate Assistants can be issued University credit cards under special circumstances • List the grant organization number to be charged when settling expenses in Concur

11. University Credit Card & Concur • The settlement process is essentially the same as other University credit card purchases with the addition of a grant review • Principal investigator must approve all grant charges as the financial manager (travel requires supervisor approval) • Credit card expenses are NOT charged to the grant until they are completely settled in Concur

12. Purchase Order • Frequently used to order supplies or services over $1,000 • Send completed Purchase Requisition and any supporting backup to Controller’s Office first for pre-audit (only for grants) • Controller’s Office will forward to purchasing • When goods arrive from the vendor: • Indicate that goods have been received on a copy of the Purchase Order, sign & mark “ok to pay” • Forward to Vendor Payables for payment • http://www.nmu.edu/purchasing/req.html

13. Purchase Requisition Financial manager’s signature required List organization # to be charged here Send to Controller’s Office for pre-audit Itemize items to be purchased and other special instructions here

14. Purchase Order • Make copy of Purchase Order • Sign and indicate “ok to pay” when goods received • Forward to Vendor Payables for payment

15. Check Request • Frequently used for: • Refunds or purchases that require pre-payment such as dues, memberships, and subscriptions • Personal reimbursements (other than travel) • Must attach original receipts showing proof of payment • Supervisor signature required • http://www.nmu.edu/finance/FORMS/Check%20Request%20Form%20New.pdf

16. Check Request Personal reimbursements require original receipts showing payment (please look carefully as packing slips and order confirmations do not always show proof of payment) Attach original and one copy of invoice or other support for dues, subscriptions, or memberships List organization # to be charged here List account code here Signature of financial manager required (also need supervisor’s signature for personal reimbursement to PI)

17. Common Account Codes • 7120 – Office Supplies • 7123 – Education Supplies • 7128 – Lab Supplies • 7135 – Other Supplies • 7140 – Room Rental • 7141 – Equipment Rental • 7142 – Misc. Rental • 7155 – Other Fees • 7160 – Admin Expense • 7161 – Subscriptions • 7162 – Memberships • 7163 – Advertising • 7165 – Stdt Programming • 7180 – Repairs & Maint. • 7190 – Printing • 7191 – Postage • 7192 - Prof. Services • 7300 – Faculty Travel • 7305 – Staff Travel • 7310 – Student Travel • 7330 – Univ Guest Expense • 7340 – Group Expenses

18. Journal Entry • A journal entry is normally used to move a charge to the proper organization number • Common example: the department paid for supplies that should have been charged to the grant • Please contact your department or the Controller’s Office for assistance completing this form • http://www.nmu.edu/finance/FORMS/Dept%20Journal%20Entry%20(banner).pdf

19. Personal Services Contracts • Used to purchase services from individuals, such as: • Contractors/Consultants • Presenters/Performers • External evaluators • Two forms need to be completed: • Transmittal Form (internal document) • Limited or Standard Services Contract

20. Personal Services Contracts • Forms are available in the Warehouse • Standard Services Contract is also available in electronic format from Risk Management (2745) • Send completed forms directly to Risk Management for processing • NMU employees cannot be paid through a personal services contract - must be paid via additional assignment through payroll

21. University Department Charges • University departments can directly charge a grant for services – just let them know the organization number • Authorized departments include, but are not limited to: • Printing Services • Mail Services • Bookstore • Conference & Catering • Audio Visual • Transportation

22. Payroll Related Issues • Please see your department secretary to pay: • Student Employees • Temporary Employees • Graduate Assistants • Additional Assignments • Additional Assignments require an EPS contract to be prepared by the department and approved by the Dean

23. Adjunct Replacements • Amounts needed to cover the cost of adjunct replacements for release time are often budgeted when preparing a grant proposal • Adjunct replacements cannot be charged directly to the grant • Salary and fringe benefits of the person performing the work will be charged to the grant up to a maximum allowed by the grant • Funding of adjunct replacements will be handled by the Department and/or Dean’s Office

24. Fringe Benefit Rates • Fringe benefit rates vary based on type of position • Common Fringe Benefits Rates (As of 7/1/08) • AAUP Faculty – 45.6% • NMUFA Faculty – 56.9% • Additional Assignment/Overload – 24.2% • Adjunct Faculty – 17.6% • Temporary Labor – 13.7% • http://webb.nmu.edu/GrantsAndResearch/Documents/Fringe_Benefit_Memorandum-FY09.dot

25. Students & Fringe Benefits • A student must be enrolled in the minimum credit hours to be considered a student employee and not subject to fringe benefits • Undergraduate 6 credits • Graduate 4 credits • A student who is not enrolled in the minimum credit hours is considered Temporary Labor • Temporary Labor Appointment form needs to be completed and submitted to Human Resources • Human Resources approval is needed prior to hiring

26. Students & Fringe Benefits • A student must be enrolled for Fall to be considered Temporary Student Labor during the summer. The student will be subject to 13.7% for fringe benefits. • A student enrolled in the minimum credit hours during Summer is considered Student Labor and not subject to fringe benefits • All students are considered Temporary Student Labor and subject to 13.7% for fringe benefits during August

27. Travel & Business Entertainment • Employee travel expenses are reimbursed at current IRS rates • Mileage rate ~ Effective January 1, 2009, personal vehicle mileage will be reimbursed at 55 cents per mile • Meals with an overnight stay are reimbursed at actual cost up to a maximum of $32 in a 24-hour period • Meals without an overnight stay are reimbursed at actual cost • Lodging ~ receipts required and reimbursed at actual cost • Parking or taxi ~ receipts required for amounts over $75 per occurence

28. Travel & Business Entertainment • Business entertaining of University guests are reimbursed at actual cost with receipts • Granting agency may have specific restrictions regarding entertainment expenses • University Travel Policy and Procedures can be found at: • http://webb.nmu.edu/hr/SiteSections/Resources/AdminPolicyManual/Travel.shtml • http://webb.nmu.edu/hr/SiteSections/Resources/AdminProcedureManual/Travel.shtml

29. Cost Share/Match • Any cost share/match proposed in the grant application must be documented • Documentation needed will be determined on a case-by-case basis and will be discussed with Principal Investigator • Common types of documentation: • Time & Effort Reports • Revenue and Expense Transaction Report with expenses highlighted to support department expenditures • Cash transfer to grant

30. Sample Time & Effort Report Complete actual effort column (must total 100%) Signed by both employee & supervisor

31. How Do I View My Budget? • Controller’s Office will provide access for you to view University Finance Reports through MyNMU • First time users will receive an e-mail with setup instructions – please call the Controller’s Office (2054) if you have difficulties • Current Balance Reports - choose the “Financial Statement for Grants & Projects” to see the summary status for the entire grant period • Transaction Reports – “Revenue and Expense Transactions for Projects & Grants” to see all transaction details for the entire grant period

32. Summary Report Balance of Grant Available to Spend Click on: Administrative Reports Finance Reports Current Balance Reports Financial Statement for Grants & Projects

33. Detail Transaction Report Click on: Administrative Reports Finance Reports Transaction Reports Revenue and Expense Transactions for Projects & Grants

34. Budget Suggestions • The University Finance Reports only contain information that has been processed by accounting • Suggested method to determine what has and has not been processed: • Keep a file with copies of invoices and receipts related to the grant • Regularly verify with the detail transaction report what transactions have been processed and move processed invoices/receipts to a paid file

35. How do I change the budget? • Budget modifications generally require prior approval of the granting agency • Budget requirements are usually stated in the grant agreement and vary by agency • Some agencies allow a 10-20% deviation per category in the budget while others are not so lenient • Please contact the Controller’s Office to discuss your budget situation before contacting the granting agency to modify the budget

36. Financial Reporting • The Controller’s Office will generally prepare and submit all financial reports and cash requests • Any financial data prepared by the Principal Investigator, including data in the program report, must be submitted to the Controller’s Office for approval PRIOR to submission to an external organization

37. Any questions???

38. Important Phone Numbers • Grants & Research • Andrew Smentkowski – 2456 • Sandra Gayk – 2440 • http://webb.nmu.edu/GrantsAndResearch • Controller’s Office – 2054 • Lindsey Butorac – 1076 • Purchasing - 2360 • Human Resources – 2330 • Risk Management - 2745

39. Have Further Questions or Need Help Contact Me! Lindsey Butorac Accountant Controller’s Office 1406 Hedgcock Phone: 227-1076 Fax: 227-2167 E-mail: lbutorac@nmu.edu