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WELCOME TO GRANTS ACCOUNTING
Responsible for accounting and fiscal reporting
Review revenue and expenditures
Review Time and Effort reports
Establish grant budgets and record indirect costs
Monitoring each grant’s budget
ROLE OF GRANTS ACCOUNTING
Ultimately responsible for the stewardship of grant.
Monitor program, activities, and day – to – day operations of their grants.
Ensure that the sub-recipients meet all the requirements of the grant(s).
ROLE OF PROJECT INVESTIGATOR (PI)
OMB – Issued circulars that define the principles and standards for sponsored projects funded by federal agencies.
OMB circulars A-21, A-110, and A-133 provide instructions for handling federal funds.
OFFICE OF MANAGEMENT & BUDGET (OMB)
Costs that can be identified with project activities outlined in the grant.
Examples of Direct Costs:Salaries, wages, and fringe benefitsCosts of materialsEquipmentSupplies
DIRECT COSTS
Costs that cannot be specifically and solely identified with the grant.
Also known as Facilities and Administrative (F&A) Costs.
Examples of Indirect Costs:Information TechnologyFacilitiesPurchasing
INDIRECT COSTS
Let’s Take A Poll!!
ALLOWABLE AND UNALLOWABLE COSTS
Allowable costs:
Must be reasonableMust be allocableMust be treated consistentlyMust conform to any limitation or exclusion
ALLOWABLE COSTS
Unallowable costs:
Extra compensationBonusesAlcoholFlowersGifts
UNALLOWABLE COSTS
HCC conforms to the State Accounting Manual for Florida’s Community Colleges.
The Manual provides the Basic Coding System:XX-XXXXXXXX-XXXXX-XXFund-Department-Object Code-Location
CHARTS OF ACCOUNTS
POOLINGBeginning with FY13, Grants has implemented
the POOLING of accounts.
Related GL accounts are rolled up to a POOLED account.
Budgets are entered into the POOLED account.
Actual Expenses/Requisitions/Encumbrances are entered at the POOLEE level.
CHART OF ACCOUNTS
Example of POOLING: TRAVEL
CHART OF ACCOUNTS
60500 TRAVEL
60501 In-District60502 Out-of-District60503 Out-of-State60504 International
64501 OTHER SERVICES :
Stipends Registrations Software license
65701 DATA SOFTWARE EDUCATIONAL665xx MINOR EQUIPMENT $1000 AND LESS 706xx MINOR EQUIPMENT $1001 - $4999710xx FURNITURE AND EQUIPMENT $5000
AND OVER
Note: Federal rules consider EQUIPMENT $5000 and above, anything less than $5000 is considered SUPLLIES.
CHART OF ACCOUNTS
As a GENERAL RULE, monies should be spent or encumbered within the first 180 days.
TIME TABLE
July
Augu
st
Sept
e...
Octob
er
Nove.
..
Dece.
..
Janu
ary
Febr
uary
Mar
chAp
rilMay
June
-
2,000
4,000
6,000
8,000
10,000
12,000
14,000
16,000
18,000
Ensure costs involving a grant account are in compliance.
Cost transfers should be requested within 90 days.
College administration will review and approve requests received after the 90 day period.
Cost transfers must be completed within 60 days after a grant terminates.
COST TRANSFERS
Let’s Take A Poll!!
PURHASING GOODS AND SERVICES
As a GENERAL RULE: monies should be spent or encumbered within the first 180 days.
PURCHASING GOODS AND SERVICES
July
Augu
st
Sept
embe
r
Octob
er
Novem
ber
Decem
ber
Janu
ary
Febr
uary
Mar
chAp
rilMay
June
- 2,000 4,000 6,000 8,000
10,000 12,000 14,000 16,000 18,000
PURCHASING GOODS AND SERVICES
As a GENERAL RULE: monies should be spent or encumbered within the first 180 days.
July
Sept
e...
Nove.
..
Janu
ary
Mar
chMay
- 5,000
10,000 15,000 20,000 25,000 30,000 35,000 40,000 45,000
RequisitionsCreate an online requisition to establish a purchase order
PURCHASING GOODS AND SERVICES
RequisitionsCreate an online requisition to establish a purchase order Include appropriate GL account codes Include all necessary approval levelsNo splitting totals
PURCHASING GOODS AND SERVICES
Example:
Requisition for 21 computers at $500 each = $10,500
Additional Approval Required
PURCHASING GOODS AND SERVICES
RequisitionsCreate an online requisition to establish a purchase order Include appropriate GL account codes Include all necessary approval levelsNo splitting totalsBundle all parts of equipment
PURCHASING GOODS AND SERVICES
PURCHASING GOODS AND SERVICES
RequisitionsCreate an online requisition to establish a purchase order Include appropriate GL account codes Include all necessary approval levelsNo splitting totalsBundle all parts of equipmentEncumber monies during the first 180 days of the project
TRAVEL – Determined and finalized within first 90 days
CONSULTANTS – encumber within first 90 days
MATERIALS & SUPPLIES – encumbered within first 90 days
Questions should be directed to Purchasing
PURCHASING GOODS AND SERVICES
PURCHASE ORDERSOnce the Requisitions are approved, a Purchase
Order or Blanket Purchase order is created.
Purchase Orders (“P” and “B”) will appear in in the ENCUMBERED column of WebAdvisor or Datatel (Ellucian) reports.
Encumber monies within the first 180 days.
Questions should be directed to Purchasing.
PURCHASING GOODS AND SERVICES
Check RequestsSubscriptionsMembershipsTravelRefunds/Reimbursements
Contact Accounts Payable
with questions
PURCHASING GOODS AND SERVICES
P-Cards (aka Procurement Cards or Purchase Cards)
Generally used for Travel Arrangements and small purchases of $750 or less per transaction.
Typically, the purchase will post to WebAdvisor and Datatel (Ellucian) the month after the purchase is made. Cycle runs from the 5 th to the 4 th of the following month.
Questions should be directed to Purchasing.
PURCHASING GOODS AND SERVICES
Establish a New PositionRequest of Establish a PositionRequest for Classification Action
Extend a PositionRequest to Extend Temporary Position
Supplemental ActivitiesSupplemental Activity Assignment
Agreement of ServicesAgreement of Services contractMust be Approved by the College Attorney
Send contract to Legal Office, attention Tracey Delk
PERSONNEL/CONSULTANTS
REQUIRED for FEDERAL grants
Time and Effort Form – track and verify how employees are compensated for work performed on sponsored agreements.
The Federal government wants its grant recipients
to be able to demonstrate that people paid with federal funds actually worked on the federal programs that paid them .
TIME AND EFFORT
T&E must be completed, verified and certified for all employees working on the grant.
Include all the activities performed by the employee under the terms of their employment.
Forms can be found on the T Drive.
Contact Julie Redcay once forms are completed.
TIME AND EFFORT
Example:
Mr. Jones, the PI on the project, indicated in the proposal that he would devote 80% of his time to the grant.
TIME AND EFFORT
Proposed Effort
GrantTeaching
If he works 30 hours a week on the grant, and an additional 20 hours a week on his teaching responsibilities …is he compliant?
TIME AND EFFORT
80% of 37.5 hour week = 30 hours
Yes ??
The correct answer is : NO
His EFFORT is only 60%
30 hours divided by 50 hours = 60%
TIME AND EFFORT
PROPOSED EFFORT
GrantTeaching
ACTUAL EFFORT
GrantTeaching
Hillsborough Community College
Name:
Employee ID#: Month:
Activity
Day
1
Day
2
Day
3
Day
4
Day
5
Day
6 Day 7
Day
8
Day
9
Day
10
Grant Administration
Total hours for grant 0 0 0 0 0 0 0 0 0 0
Grant Administration
Total hours for grant 0 0 0 0 0 0 0 0 0 0
Grant Administration
Total hours for grant 0 0 0 0 0 0 0 0 0 0
Grant Administration
Total hours for grant 0 0 0 0 0 0 0 0 0 0
Non-grant activities 7.5 7.5 7.5 7.5 7.5 7.5 7.5 7.5
Total hours 7.5 7.5 7.5 7.5 7.5 0 0 7.5 7.5 7.5
Activity
Day
16
Day
17
Day
18
Day
19
Day
20
Day
21
Day
22
Day
23
Day
24
Day
25
Grant Administration
Total hours for grant 0 0 0 0 0 0 0 0 0 0
Grant Administration
Total hours for grant 0 0 0 0 0 0 0 0 0 0
Total hours for grant 0 0 0 0 0 0 0 0 0 0
Grant Administration
Total hours for grant 0 0 0 0 0 0 0 0 0 0
Monthly Time and Effort Sheet
TIME AND EFFORT
The Grants Accounting team:
Jana Irvine, Financial Service Manager
Michelle Baker, Accountant
Kim Materazzo, Accountant
THANK YOU
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