Accounting Services Grant and Contract Training

1. Accounting ServicesGrant and Contract Training Presented by: Jeff Tally Shirley Castle

2. Accounting ServicesGrant and Contract AccountingStaff • Jeff Tally jtally@siu.edu 536-2610 • Shirley Castle scastle@siu.edu 536-2646 • Debbie Miller debmill@siu.edu 536-2648 • Kay King lkking@siu.edu 536-2642 • Norma Mitchell nmitchel@siu.edu 453-3601 • Shelley Farrar sfarrar@siu.edu 536-2615 • Lynn Harbert lharbert@siu.edu 536-2641 • Jess Schurman wardedes@siu.edu 536-2631

3. Grant and Contract AccountingFunction • Assist with the establishment of new AIS accounts. • Prepare required financial reports. • Approve financial documents (requisitions, invoice distributions). • Assist fiscal officer with post-award financial administration. • Accumulate cost sharing information required by sponsoring agencies. • Assist fiscal officer with account closure.

4. ORDA/GCA RELATIONSHIP • All grant proposals and awards are initially processed through ORDA. When funded the proposal and award information is forwarded to GCA for new account establishment. • Modifications to existing awards must be processed through ORDA. After ORDA has reviewed and approved the modified terms the information is forwarded to GCA. At this time the existing account will be corrected to match the modified award terms. • Cost sharing (match) sources are identified by ORDA during the award/proposal process. Actual cost sharing information is accumulated by GCA during the effective dates of the award. • For complete information regarding the grants process see the “SIU Sponsored Project Guide” at http://ospa.siu.edu/_common/documents/Sponsored-Project-Guide.pdf.

5. MONTHLY FINANCIAL REPORTS • Grant Funds Available Report • Report Of Transactions

6. COST SHARING • Cost sharing refers to the resources contributed or allocated by the University to an extramurally sponsored project, over and above the support provided by that sponsor. The University shares the cost of these projects in order to support and enhance its institutional research mission. • Typical University cost sharing consists of released time for faculty and other employees, related fringe benefits, and Facilities and Administrative Costs. Released time is accumulated through the monthly Certification of Time Record form. • Other cost sharing may include equipment, supplies, travel, etc. The fiscal officer is responsible for documenting these types of cost sharing expenses.

7. COST SHARING • If cost sharing commitments are not met, a portion of grant funds may have to be returned to the sponsoring agency. • Cost sharing represents real costs to the University. It is important to remember that the tracking, reporting and certifying of cost sharing are subject to audit.

8. FINANCIAL DOCUMENT FLOW • Purchase Requisitions – all grant requisitions should be forwarded to GCA for grant terms review. After review and approval by GCA, the form is forwarded to Purchasing. • Invoice Distribution/Travel Expense Voucher – all grant vouchers should be forwarded to GCA for grant terms review. After review and approval by GCA the form is forwarded to Accounts Payable. • Transfer Voucher – all grant transfer vouchers should be forwarded to GCA for grant terms review. After review, the form is forwarded to Financial Accounting for processing. • P-Card Corrections – all P-Card corrections should be forwarded to GCA for grant terms review. After approval the correction is processed by GCA.

9. SUBCONTRACTS • Subcontracts are issued by the University for collaborative grant/contract activities involving personnel at other institutions. The use of subcontracts ensures that all applicable grant or contract clauses are included to meet legal, financial, and reporting requirements. • Subcontract documents are prepared by ORDA with the assistance of the principal investigator. • The project manager, usually the PI of the grant or contract, takes responsibility for oversight of the project. The project manager ensures that objectives are met within the specified time, that the costs incurred fit the budget, and that the quality of the project reflects well on the PI and University and is acceptable to the funding agency. • Payments to subcontractors will not be issued without a Purchase Requisition/Purchase Order being processed. • Payment requests (invoices) from subcontractors are sent to GCA. These requests are forwarded to the fiscal officer for payment processing.

10. POINTS TO REMEMBER • Reconcile your accounts monthly. Look for unposted items or items that are incorrectly posted to your account. Questionable charges should be investigated immediately. Contact your GCA accountant for additional information, as needed, to verify charges. • Process P-Cards when notified via e-mail. • Deposits of grant funds should be sent to GCA. Cash to be deposited directly with the Bursar.

11. POINTS TO REMEMBER • Financial forms are available on the University’s e-Forms site. • Importance of fiscal officer attestation statement. • Budgetary requirements. • New Grant Funds Available Report is available in AIS. • New Certification of Time Record for Grants and Contracts available on the e-Forms site.

12. Questions??