Project Director Orientation

Allan Hancock CollegeInstitutional Grants

Welcome to Grants ManagementThis PPT provides an overview of what to expect as a grant manager. New project directors are also expected to attend an in-person orientation with the Grants Analyst in the Institutional Grants office.

Project implementation is about actualizing the objectives written into the proposal.

Grant management is about compliance with the funder’s requirements and the district’s policies and procedures.

The grant proposal, the award letter, and district policies and procedures provide the information you need to successfully implement and manage the project.

Institutional Grants is here to help in all phases from start-up to close-out!

Project Director is responsible for…Attending a new project

director’s orientation meeting and keeping the supervising administrator

informed

Implementing & documenting project

activities in accordance with stated goals,

objectives, and timelines

Maintaining a project file with the proposal, award

document(s), progress reports, and

correspondence with program officer

Processing purchase requisitions

Supervising grant personnel in accordance with District policies and

bargaining unit agreements

Monitoring expenditures and documenting cost

share

Compiling time and effort reports Preparing progress reports

Collecting data and participating in evaluation

activitiesAssisting with audits

Working with IG to troubleshoot issues that arise and close out the

project

Dean/Administrator is responsible for…

Supervising PD and locating office space

Ensuring project is integrated with other department activities

as appropriate

Overseeing the renovation or modification of space to

implement grant activities as appropriate

Participating in partnership activities and coordinating with

Business Services to oversee sub-recipient agreements

Ensuring there is no conflict of interest, that human subjects

are treated in compliance with regulations, that copyrights and

licensing agreements are honored, and that proprietary

information is secured

Ensuring that health and safety regulations and procedures are

adhered to

Having signature authority in accordance with District policy in the absence of the Project

Director

Working with IG to troubleshoot issues and concerns

Working with the Project Director to prepare

continuation funding documents and close-out

reports

Ensuring an equipment inventory is kept with the

assistance of Business Services

Institutional Grants is responsible for…

Being the primary point of contact on all grant

related matters

Providing project implementation and oversight as needed

Helping to prepare and submit progress reports

to agency

Serving as liaison with the funding agency

Assisting to set up budget, write job

descriptions, and initiate MOUs and/or sub-

recipient agreements

Maintaining a project master file for audit

purposes

Meeting with project staff to resolve issues,

review regulations, and answer questions

Obtaining signatures on legal documents

Assisting with budget revisions and requests

for modifying the terms of award

Working with staff on grant renewals and

submissions

Submitting no-cost extensions if needed

Managing the grant close out process

The Accountant is responsible for…Establishing an account with the funding agency

Inputting the project budget into the district

financial system

Assisting the PD and grant program staff with

financial issues

Preparing and submitting financial reports to the

funding agency

Maintaining the official financial reports and other

documents for audit purposes

Drawing down funds from the funding agency and keeping PD informed of

this

Verifying the availability of funds for expenditure requests and ensuring

requests are in compliance with grant terms &

conditions

Processing journal entries, budget transfers,

expenditure transfers, and creating reports in financial

system

Setting up access to the financial system for the PD

and providing technical assistance as needed

Providing financial information and reports to

auditors and other agenices

Annette Chapman x3341 Regina Smith x3842

Other Departments…Business Services Director: Jessica Blazer x3268

Process purchase requisitions, vendor requests, travel requests and claims, subcontracts, consultant agreements, payroll, and other expenditure payments

Conduct and coordinate competitive bidding processes

Review MOU’s and sub-recipient agreements, including verifying the recipient is not on the debarment list, and submit to proper signatory for execution

Human Resources Director: Kelly Underwood x3936

Assist with the classification of personnel

Coordinate the recruitment and hiring of project personnel in accordance with college policies

Public Affairs Director: Andrew Masuda x3779

Prepare and disseminate news releases to the media

Approve statements pertaining to the college made on project website, brochures, newsletters, etc.

Participate in developing and printing program brochures and publications

Provide guidance and direction in meeting with and responding to the media and/or inquiries from the public

Tips for keeping out of hot water

Meet reporting deadlines

Always have a paper trail

Reflect the college in a positive manner

Ask questions! Don’t lobby, entertain, or support religious

and political activities

Credit the funding agency

Provide lead time and plan ahead

Keep up with the budget

Plan grant-related meetings carefully

Integrate into the college

Address problems before they become

crises

Keep the grants staff informed

Don’t purchase from relatives or friends

Keep the larger goals in mind

Thoroughly understand all grant

documents

Objectives, Outcomes, Evaluation• Make sure goals and objectives are known to project staff

• Gather baseline data as indicated in Objectives

• Identify the External Evaluator as early in the project as possible Fill out independent contractor forms Establish scope of work based on the objectives and anticipated outcomes Detail expected deliverables, including methods for tracking milestones Establish evaluation timeframes Send copies of evaluation reports to IG and the supervising administrator Align evaluation with progress reports

The BudgetIndirect Costs (IDC) Also known as F&A (Facilities & Administration) costs Costs that cannot be directly charged to the grant, i.e. utilities, maintenance AHC’s federally negotiated rate is 45% of salaries and wage Rate subject to renegotiation on a periodic basis Most funders we work with cap the IDC rate between 4-12% of direct costs

Direct Costs (expenditure categories) Based on California Budget and Accounting Manual

Functional Categories Object Codes

Salaries (faculty, administration, staff) 1000, 2000

Employee Benefits (payroll taxes & health benefits) 3000

Supplies & Materials 4000

Other, includes travel, consultants, subscriptions) 5000

Capital Outlay (includes equipment) 6000

Other Outgo (includes payments to students) 7000

Purchase RequisitionsPolicies The rule is, whichever policy is more restrictive is the one that applies. Review the RFA for special requirements

SAM Report www.sam.gov Checks to see if vendor is on debarment list If the vendor has an active exclusion they cannot provide services or products

being paid for from the college Attach report to all purchase requisitions Date on report must match the date of the purchase requisition

Supplement, not Supplant• It is illegal to supplant on-going operational costs with federal funds

• Includes personnel, construction, and furniture costs

To determine if funds would supplement or supplant, ask the following questions: Would the service have been provided if federal dollars were not available?

if yes, supplanting can be presumed

Is the grantee required to provide the service under federal, state, or local law? if yes, supplanting can be presumed

Did non-federal funds pay for this last year? if yes, supplanting can be presumed

Cost Sharing or Matching Funds Contact IG for Cost Sharing Guidelines and forms Forms must be signed by appropriate

administrators for commitment PD is responsible for tracking/submitting

documentation to Business Services Funds can only be committed one time to one

grant In-kind (goods, commodities, services) or cash Can also be used to work towards institutionalizing

the position/program over the grant project period

Item Local authority Cabinet level authority

Employees Dir/Assoc Dean/Dean Vice President

New Position President

Cash President/ED College Advancement

Supplies & Materials Chair/Dir/AD/Dean Vice President

Instructional Equipment Dir/AD/Dean Vice President

Travel Dir/AD/Dean Vice President

Facilities

Existing, no Modification Appropriate VP

Existing, with Modification Dir, Plant Services VP Facilities

New Office Space Appropriate VP

Technology Resources Director IT/Dean Director IT

New Resources/Services Director IT

Unrecovered Indirect Costs (IDC) VP Finance & Admin./President

Institutionalization• Review the grant proposal at the start of the grant to determine which

activities and/or positions are to be institutionalized

• Fill out Post-Award Assignment of Cost Sharing Commitment ifactivity/positions are proposed to be incrementally adopted by the district

YEAR ONE

Grant District

YEAR TWO

Grant District

YEAR THREE

Grant District

Project Master FileForward appropriate files to IG to include in Project Master File

Original proposal Agency-approved budget Grant Award Notification/Face Sheet with

terms and conditions Cost share approval forms Verification of approved modifications Correspondence with program officer,

contractor, and sub-awardee Copies of fully executed sub-recipient

agreements Copies of reports required by the funding

agency

Documentation Time and effort reports Equipment log Contracts Purchases Travel documents Hire forms Extra assignment forms Cost share forms MOU’s/Sub-recipient agreements Progress reports and/or annual reports Documents with personal information must

be in a secure locked area

Send documentation to IG when the grant completes the close out process

Time and Effort Reporting• All personnel paid in full or partly by a grant must complete

• Time cards from student workers count as their Time and Effort Report

• Must account for 100% of the work performed

Example:

Full time employee re-assigned to work on a grant

37 hours/week = 100%

7.5 hours/week on grant = 20%

29.5 hours/week on regular job = 80% of time and effort

Supplies vs. EquipmentEquipment: Tagged with grant label when it arrives The PD is responsible for maintaining an equipment log throughout

the grant, documenting the location of items if moved

Federal: Item valued at $5,000 or greater

CA Education Code: (AHC follows) Item valued at $200 or greater

Supplies: Items that are consumed, used up, deteriorate in use, are easily broken,

damaged or lost. Items that have a service life of one year or less

Partnership Agreements and Contracts• Independent Contractor Agreement instructions can be found in the Doc/Forms

Library tab under myHancock

When partnerships with other organizations, institutions, or agencies are written into a proposal, the relationship is formally established in either a Memorandum of Understanding (MOU) or a Sub-recipient Agreement

MOU Clarifies roles and responsibilities of each party Includes scope of work

Sub-recipient Agreement Used when the relationship is required by the funding agency Includes scope of work and budget Funds are jointly expended

One institution is the fiscal agent Other institution(s) are sub-awarded

Both types of partnerships must be signed by an official authorized to enter into a joint institutional agreement

Travel• Travel Policies and Procedures can be found in the Doc/Forms Library tab

under myHancock

• District policies must be followed when traveling on grant funds

• Back-up documentation is required for every expense: Meals Hotel Airline Taxi Parking Mileage

• Show proof of attendance

Funder vs. District Fiscal Year• Fiscal year: the annual period of time in which a funding cycle begins and ends

• District fiscal year is July 1st to June 30th

• Funders’ fiscal years and project periods vary

• October 1st to September 30th is usually the fiscal year for federal grants

• At AHC spending halts between April-June so encumbrances can clear by June 30th

• Tentative budgets are submitted for July 1st until the actual budget is available for the first quarter of the district fiscal year

• In the final year of a federal grant, budgeting requires special attention this final quarter

• The PD must work closely with the supervising administrator, IG, and the accountant to work through these timing challenges and ensure that expenditures are on target

Close Out• Formative and summative evaluations

• Follow IG close out guidelines and checklist

• Audit readiness AHC undergoes an annual financial and compliance audit Always be audit ready Auditors should not be given access to the files in the project office

Business Services has official financial documents IG has official project documents

Immediately notify IG and the Director of Business Services if the PD receives a notice from the state/federal agency of an audit

See IG web page under Resources for a PPT on audit readiness

If any questions arise about the grant contact Institutional Grants