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Grant expenses

Navigate the complexities of grant expenditures at West Chester University with this comprehensive guide. Authored by Kelly Smith and Marianne Peffall, it covers essential topics like permissible costs, budget management, financial compliance, and university policies. Discover how to allocate funds appropriately, manage student payroll, and understand reporting requirements. This guide serves as a crucial resource for faculty and staff involved in grant-funded projects, ensuring that all expenditures align with federal regulations and university practices.

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Grant expenses

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  1. Finance and Business Services Kelly Smith, Grant and Contract Accountant And Marianne Peffall, Director of Business Services A quick guide to grants, financial compliance, and how to spend at West Chester University Grant expenses

  2. Guidelines & regulations How to spend money at WCU objectives

  3. Grant Budget Award Letter / Contract Federal Regulations PASSHE and WCU Policies PERMISSIBLE Costs

  4. Federal Cost Principles & Administrative Requirements regulations and best practice

  5. Reasonable - • Are costs reasonable & necessary for this project? • Best blend of price and features • Allocable – • Assigning costs to cost objective • Does the cost advance the work of the grant? What proportion? • Allowable – • Specific items of cost, direct and indirect costs Circular A-21, cost principles

  6. Typically allowable Typically unallowable • Investigator, GA, student salaries • Travel • Computers • Lab supplies • Secretary salaries • Office supplies • Lobbying expenses • Alcohol Examples of allowable costs

  7. Cost Sharing • WCU’s commitment to a project • Unless required, discourage putting cost sharing in official grant application’s budget • Rebudgeting Requirements • Expanded authority waive prior approvals– each agency has its own policy • Reports and Records • Source documentation – time cards, receipts, bids • Records retention Circular A-110 Administrative requirements

  8. Guide to WCU rules and forms Spending money

  9. Paying Students • STUDENT PAYROLL – Student is working • Student Payroll Request Form, Hiring Paperwork before work starts, Time Cards • Graduate Assistantships • FINANCIAL AID – Aid / scholarshipswritten into the grant • Scholarship Form - Bursar’s Office, Financial Aid Dept. apply funds directly to student’s account Student payroll / Financial aid

  10. Dual Comp– usually Summer • Preapproval Form to HR • Dual Comp form to Supervisor then Dean • Dean Provost Restricted Funds Payroll • Request to Hire Staff • Request to Hire Staff Form • Go through Department & Dean’s Office • Contact HR to Discuss Policies, Procedures Dual comp and employee payroll

  11. PASSHE Use of Public Funds Policy • Commonwealth of PA, PASSHE and WCU Procurement Rules and Regulations • Contracting Process and Rules • Commonwealth of PA Adverse Interest Act • Good News (Yes there is some good news!) Procurement

  12. E-Requisitions Purchasing Card Payment Request Forms Purchase of goods and services

  13. Domestic Travel • International Travel • Travel Advances • Travel Cards • Travel Expense Voucher travel

  14. Links to various forms and websites Additional resources

  15. A-21 FEDERAL COST PRINCIPLES http://www.whitehouse.gov/sites/default/files/omb/assets/omb/fedreg/2005/083105_a21.pdf A-110 ADMINISTRATIVE REQUIREMENTS http://www.whitehouse.gov/sites/default/files/omb/assets/omb/circulars/a110/2cfr215-0.pdf RESOURCES – rules & regulations

  16. West Chester University Purchasing Policyhttp://www.wcupa.edu/_INFORMATION/AFA/FBS/PROC/PO/PurchPolicy.asp PASSHE Use of Public Funds Policy http://www.wcupa.edu/_INFORMATION/AFA/FBS/PROC/PO/PublicFunds.asp RESOURCES – rules & regulations

  17. STUDENT GRANT COSTS PAYROLL http://www.wcupa.edu/_INFORMATION/AFA/Budget/frmStuPayReq.asp GRADUATE ASSISTANT (GA) FORM http://www.wcupa.edu/_admissions/sch_dgr/assistantships.asp FINANCIAL AID / SCHOLARSHIP http://www.wcupa.edu/_INFORMATION/AFA/FBS/FORMS/Scholarship_Notification.xls RESOURCES – Spending grant money

  18. TRAVEL REIMBURSEMENT GUIDELINES http://www.wcupa.edu/_INFORMATION/AFA/FBS/AP/TravReimbGuide.asp MILEAGE AND PER DIEM RATES http://www.passhe.edu/inside/anf/accounting/Pages/Employee%20Travel%20Expense%20Reimbursement%20Rates.aspx TRAVEL CARD http://www.wcupa.edu/_INFORMATION/AFA/FBS/CardSys/TCEnroll.asp ADVANCE TRAVEL AUTHORIZATION FORM http://www.wcupa.edu/_INFORMATION/AFA/FBS/AP/TravAuthorization.asp TRAVEL EXPENSE VOUCHER http://www.wcupa.edu/_INFORMATION/AFA/FBS/Forms/SAP_Travel_Exp.xls RESOURCES – Spending grant money

  19. STAFF GENERAL PROCESS http://www.wcupa.edu/hr/forms/FORMS/Hiring_Process-8_Steps.ppt REQUEST TO HIRE STAFF FORM http://www.wcupa.edu/hr/forms/FORMS/Request_to_Hire_Staff.xls DUAL COMPENSATION http://sp.wcupa.edu/vp/afa/HR/payroll/SitePages/Dual%20Compensation.aspx RESOURCES – Spending grant money

  20. PCARD ENROLLMENT http://www.wcupa.edu/_INFORMATION/AFA/FBS/CARDSYS/PCEnroll.asp GRANTS & CONTRACTS FAQ http://www.wcupa.edu/_INFORMATION/AFA/FBS/TB_Grant.asp SPONSORED RESEARCH http://www.wcupa.edu/research/ RESOURCES – Spending grant money

  21. Questions and Contact Information

  22. Contact Information Kelly Smith 610-436-2518 ksmith3@wcupa.edu Marianne Peffall 610-436-2705 mpeffall@wcupa.edu

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