THE OFFICE OF GRANTS

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THE OFFICE OF GRANTS CONTRACTS

• POST-AWARD GRANT WORKSHOP

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OUR MISSION

• The mission of the Office of Grants Contracts
  (OGC) is to facilitate research and sponsored
  programs by identifying funding sources,
  providing assistance with proposal development,
  preparing the project budget, submitting the
  proposal, finalizing the award agreement and
  providing post-award guidance and support.

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OFFICE OF GRANTS CONTRACTS

• DR. THOMAS KINSEY, Dean, School of Graduate
  Studies and Research
• CHERYL VOGRIG, CRA, Pre-Award Grant Coordinator
• KELLY HUNT, Post-Award Administrator
• KAREN PERRY, Grant Office Specialist

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OUR OFFICE
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PRE-AWARD FUNCTIONSCheryl Vogrig Karen Perry

• Research and Formation of Idea
• Locate Funding Source
• Review Request for Proposal (RFP)
• Prepare and Submit Proposal
• Receive Award Notice
• Negotiate Contract

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POST-AWARD FUNCTIONSKelly Hunt Karen Perry

• Conduct Initial and Quarterly Meetings
• Submit Budget Revisions, Scope of Work
  Modifications, and No-Cost Budget Extensions
• Assist with Processing Progress/Final Reports
• Track Time Effort
• Ensure Compliance with University policies and
  procedures, federal and/or state laws, and
  contractual obligations

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MEETING WITH PROJECT DIRECTORS

• Initial
• Proposal, Contract, and Budget Review
• Hiring and Purchasing Needs
• Deadlines for Reports
• Quarterly
• Contract, Budget, and Project Review
• Plan for project completion
• Report Submission

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HIRING NEEDS

• Follow
• University hiring policies
• In accordance with Collective Bargaining
  Agreement
• Contact
• Penny Stanick, Personnel Director at 724-938-4427

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PURCHASING OF GOODS SERVICES

• Before funds are dispersed, determine
• WHAT is to be purchased
• DATE purchase is needed
• VENDOR providing the service or good
• COST
• Some goods or services require outsidebidding.

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Purchasing (contd.)

• Speaker, or consultant services require a Service
  Purchase Contract (SPC). Allow at least six (6)
  weeks to complete the process.
• OGC will process purchase requisitions and travel
  for grants 15,000 or less.
• Purchasing inquiries can be made by calling
  724-938-4430.

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PAYROLL

• University payroll policies and specific contract
  guidelines must be followed.
• Procedures for Student and GA Compensation
• In the process of formalizing Compensation
  Guidelines which will set compensation limits
• Contact the Payroll Office at 724-938-4426

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TRAVEL PROCEDURES

• Before you travel
• The travel expense report must be approved
• Visit www.passhe.edu/content//office/finance/acco
  unting/rates for mileage and travel rates.
• California Universitys travel policy is based on
  the Board of Governors (BOG) travel expense
  regulations. The BOG Travel Policy (1986-07-A)
  can be found at the following web site address
  http//www.passhe.edu/content/?item1328

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GRANTS ACCOUNTING
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GRANTS ACCOUNTINGOVERVIEW

• Approves
• Purchase requisitions
• Travel expense request forms
• Employee compensation forms
• Graduate contracts
• Forwards refunds to funding agencies
• Closes terminated accounts
• Generates financial reports

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NEW INITIATIVESTime Effort

• The federal Office of Management and Budgets
  Circular A-21, in paragraph J.10, mandates the
  documentation of personal services charged to
  sponsored agreements.
• Cal U is in the process of formalizing a Time
  Effort procedure.
• Reports will be filed monthly which document
  total time effort.

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Other InitiativesTo Look For

• Grants Contracts Procedure Manual
• Compliance Policies
• Newsletter
• Updated Office of Grants Contracts Website,
  with electronic forms

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Questions

• QA