Policies + Procedures — Advancement — Externally Funded Projects/Programs (Grants)

7.1 Externally Funded Projects/Programs (Grants)

I. Purpose

This policy outlines the procedures for development, submission and administration of externally funded projects with the oversight of the Grants and Accounting Offices. The Institutional Advancement Office, in conjunction with the President’s Cabinet, establishes procedures governing the application for and administration of externally funded projects.

II. Scope

This policy applies to all externally funded projects.

III. General

Externally funded projects are those for which a Principal Investigator or Project Director is responsible with funding provided by an entity outside of the college such as a governmental agency or foundation. Projects are centered around an organized activity or project which is designed to produce a specific research, service or educational outcome. Faculty and staff are encouraged to develop ideas that align with the strategic goals of the college for innovative projects, procurement of equipment/supplies or cooperation within the college and with community partners.

IV. Procedures

Project Initiation
1. The Project Developer vets the grant project idea(s) through their Department Dean and/or Vice President (VP). If project receives initial approval, the Department Dean and/or VP will share the idea(s) with the Provost.
2. If the Provost agrees that the project meets the College’s strategic objective(s) and does not compete with another grant application to the same funding source, the Project Developer completes and submits the Project Initiation Form electronically. The College’s President’s Cabinet will review the project initiation form for final determination whether to move forward with the grant application(s).
Project Development
1. The Grants Office assists in identifying potential funding sources and obtaining application materials, if required or requested by the Project Developer.
2. The Grants Office serves as a resource and support in all stages of proposal development as required/requested.
3. After Cabinet approval to proceed, a meeting with the Grants Office and the Project Developer will take place to develop proposal materials and project budget(s).
4. The College’s negotiated indirect cost rate will be applied, if appropriate (federal grants).
Proposal Approval and Submission
1. Project Developer sends the final draft to Grants Office at least five working days prior to submission deadline.
2. Project Developer completes the Proposal Face Sheet (see Advancement portal page), and sends to Grants Office to obtain a signature of approval from the Department Dean/Vice President.
3. Once all signatures have been obtained, the grant application can be submitted.
4. Copies of signed proposal are filed in the Grants Office and distributed to all interested
  parties.
Proposal Follow-up
1. If the proposal is funded:
  1. Grants Office sends notice to appropriate departments. If notification and/or correspondence pertaining to an application arrives in a departmental office, the department head should notify the Grants Office immediately.
  2. Grants Office works with the Accounting Office and Project Director to set up financial record keeping system for the project.
  3. Grants Office reviews time-line for reports etc., with Project Director (New Grants Kit).
  4. Grants Office sends notice of reporting dates and other grant accountability requirements to the Project Director throughout the period of the project.
  5. Project Director sends copies of any interim and final reports to the Grants
    Office.
2. If rejected:
  1. Grants Office solicits feedback from funding source.
  2. Grants Office meets with Project Developer to discuss resubmission of proposal
    to alternative funding sources.
3. The drawdown procedure is determined by the grant agreement. All drawdowns are based on the reimbursable expenditures. Once expenditures have been approved by the Project Director and Grant Accountant, the drawdown will be completed based on the grant guidelines.
4. Payment of invoices is based on the drawdown guidelines of the grant. Payment of the invoices will be made within 30 days of receipt of the invoice.
Administration of Project and Grant/Contract
1. The Accounting Office is responsible for the accounting and financial reporting of all proposals funded. Upon notification of the funding of a proposal, the following information shall be provided to the Accounting Office by the Grants Office:
  1. Copy of grant/contract approval letter and approved grant/contract budget
  2. Method of procuring funds
2. Upon receipt of this information, the Accounting Office will establish an account number and account title for the grant/contract and forward a copy to the Grants Office and Project Director. These account numbers must be used on Purchase Orders, Invoices, and Check Requests.
3. When a subcontractor or subawardee is named in a grant, the following procedures will be followed:
  1. Each subcontractor or subawardee will provide the Grant Accountant and Project Director with a copy of his/her proposed budget.
  2. Payment to the subcontractor or subawardee will be on a reimbursable basis with all invoices signed off on by the Project Director.
  3. Expenditure requests for goods and services are initiated by provider and reviewed and approved by immediate supervisor, if applicable.
4. Expenditure requests for goods & services are initiated by the Project Director and reviewed and approved by immediate supervisor, if applicable.
5. The Accounting Office will verify that requisitions for materials, personnel payment and equipment are consistent with the provisions contained in the approved grant/contract budget. Where requisitioned items do not appear to be consistent with items in the approved grant proposal budget, the Grant Accountant will, if necessary, contact the Project Director to resolve the matter.
6. The drawdown procedure is determined by the grant agreement. All drawdowns are based on reimbursable expenditures. Once expenditures have been approved by the Project Director and the Grant Accountant, the drawdown will be completed based on the grant guidelines. [Expenditures requests through SciQuest will need approval by Grants Office and/or Grants Accountant,].
7. Payment of invoices is based on the drawdown guidelines of the grant. Payment of the invoices will be made within 30 days of receipt on the invoice.
8. The Project Director shall be responsible for implementing the project’s objectives and shall maintain an accurate record and file of performance reporting and required deliverables related to such implementation. The Project Director is responsible for preparing all required reports and shall coordinate need for financial data with the Accounting Office. Upon completion of the project, the Project Director shall produce a written evaluative report to the funding agency, as applicable.
9. Any change in project objectives or in the project budget shall require the approval of the Project Director’s immediate supervisor and the funding agency and notification to the Grants Office. Any change in the project budget shall require approval of the Project Director, Dean/Vice President, and Grant Accountant, with notification to the Grants Office.
10. At least annually, meeting(s) will be held with the Project Director, Grants Accountant, and/or Grants Office to review budget expenditures, and grant close out requirements, if applicable.