DIVISION OF RESEARCH AND FEDERAL RELATIONS

Jackson State University DIVISION OF RESEARCH AND FEDERAL

RELATIONS

Unit of Grants and Contracts Management

Date: September 1, 2014

WHO WE ARE?

Ø  Illiad Kelly-Director

Ø  Phillisa Conner-Assistant Director/Grant Accountant

Ø  Maudie Lynn Hunt-Grant Accountant

Ø  Shirley Smith-Grant Accountant

Ø  Carlotta Brown-Grant Accountant

Ø  William Davis-Grant Accountant

Ø  Terrica Gray-Time and Effort Administrator

MISSION STATEMENT

The Unit of Grants and Contracts is responsible for the financial administration of all external grants and contracts. Our specific responsibilities are to assist Principal Investigators and Funding Agencies in Post Award Administration.

OBJECTIVES & GOALS

Ø  Increase Transparency

Ø  Evaluate the Reasonableness of costs associated with projects (Prudent Person Rule)

Ø  Allowability / Allocability of Costs

Ø  Compliance and adherence to both state and federal regulations

Ø  Proper Closeout – 90 days after project ends

UNIT FUNCTIONS

Ø  Budget Setup

Ø  Expenditure Approval & Monitoring – Travel & Requisitions

Ø  Budget Transfers – Impact on IDC

Ø  F&A Exclusions

Ø  Supporting Documents – Award Letters

Ø  Cost Sharing

Ø  EPAF Approval – Release Time & Reinstatement PAF

Ø  FFR Submissions

Ø  Billing & Invoicing

Ø  Provide Monthly PI Reconciliation Reports

Ø  Grant Expenditure Monitoring Summary

Ø  No Cost Extensions – Sponsored Programs

Ø  Closeout Procedures – 90 days for most sponsors

UNIT FUNCTIONS (Billing Process)

Ø  The Grant Accountant request funds from the various funding agencies on a bi-monthly basis for drawdowns and monthly for invoices based on actual expenditures for a given period.

Ø  To ensure that we receive funds in a timely manner, contact is made to the funding agency if the institution doesn’t receive reimbursement within 45 days of the submission of the invoice.

UNIT FUNCTIONS (cont.)

Ø  The Policies and Procedures regarding equipment states that no equipment can be purchased 90 days prior to the end of the award unless there are extenuating circumstances. The purchase then will require VP of Research approval.

Ø  No expenditures can be incurred 30 days prior

to the end of the award. Ø  Record Retention: All records must be

maintained 10 years after the submission of both final progress and fiscal reports.

TIME & EFFORT REPORTING

Ø  Effort reporting is a federally-mandated process by which the salaries charged to a sponsored project are certified as being reasonable in relation to the effort expended on that project. (OMB Circular A-21/ Uniform Guidance 2 CFR 200)

Ø  The systematic certification process and formal effort report is essential to ensure that your institution is always prepared to respond to sponsors with the required information.

Ø  Effort reports must be certified by someone who has first hand knowledge that the work has been done and verifiable.

EFFORT CERTIFICATION

Ø  Time and Effort Administrator will run Time and Effort reports quarterly.

Ø  1st quarter: January-March

Ø  2nd quarter: April-June

Ø  3rd quarter: July-September

Ø  4th quarter: October-December

Ø  There will be a notice in the university blast email to remind employees/supervisors to certify.

Ø  Federal regulations require these after the fact certifications be completed in a timely manner which is 30 days after the quarter has ended.

Ø  Failure to certify the reports in a timely manner reflects the institution being in a non-compliant status and can jeopardize future funding.

Q & A SESSION Ø  ASK, ASK, ASK!!!

CONTACT US

Ø  Illiad Kelly - Director

Phone: 601-979-2056

Email: [email protected]

Ø  Phillisa Conner - Assistant Director/Grant Accountant

Phone: 601-979-2965


Ø  Maudie Lynn Hunt - Grant Accountant

Phone: 601-979-6802


Ø  Shirley Smith - Grant Accountant

Phone: 601-979-2920


Ø  Carlotta Brown - Grant Accountant

Phone: 601-979-2958


Ø  William Davis - Grant Accountant

Phone: 601-979-0824


Ø  Terrica Shoemo-Gray - Time & Effort Administrator Ø Phone: 601-979-6345

FROM THE UNIT OF GRANTS AND CONTRACTS MANAGEMENT