BASED ON POLICY NUMBER AND TITLE:
2-11-0 EP 3: BUDGETING
PURPOSE: To establish procedures for federal program financial management.
GENERAL: Project directors develop budgets for their program in compliance with funding agency regulations and the grant award agreement. Expenditures must be made in accordance with funding agency regulations and the grant award agreement.
When the College receives notice of a new grant award, Development Department staff will schedule a grant start-up meeting. During the start-up meeting, the project director, a Development department staff member, and the appropriate grants accountant will review the budget. The grants accountant will assign an account number to the grant and set up the budget in the College's financial system. The grants accountant will provide a copy of the initial budget set-up to the project director.
To modify a budget, the project director should submit a request via email to the grants accountant and copy the email to project director's supervisor. The grants accountant will post the budget modification and notify the project director upon completion. Budget modification will be posted within 14 days of receipt by the Grants Accountant and must comply with funding agency regulations and the grant award agreement.
The project director must comply with all funding agency regulations, the grant award agreement, all applicable state statutes and regulation, and college policies and procedures.
The project director is responsible for the accuracy of all information provided in required grant reports. The project director must verify all numerical figures and computations to ensure that financial information (for example, budget narrative) is correct and accurately calculated.
Expenditure or cost transfers occur when an expenditure is moved from one account to another. The federal program award may be the one receiving the charge or the one from which the charge is being removed. Expenditure transfers may be necessary to correct errors in original charges or to transfer costs that benefit more than one project. All cost transfers must be properly documented and include appropriate approvals. The cost being transferred to a federal program award must be allowable and have been incurred within the award performance period. For federal grants that are not in the last year of the grant cycle, cost transfers are allowed within the current grant year and during the current year clean-up period (90 days after grant cycle end). Cost transfers within the current grant year must be recorded within 90 days of the original entry. Any exceptions beyond 90 days must be approved by the Senior Vice President for Business Affairs. Any costs transfer not completed within the grant year will be charged to the new grant year or denied based on individual grant regulations. The grants accountant will post a journal entry to process any cost transfers. In addition, the Finance department will post month-end costs such as printing, copier usage, postage, and procurement card within five business days of month end.
For federal grants that are in the last year of the grant cycle, cost transfers are allowed within the grant year and during the current year clean-up period only (120 days after grant cycle end in accordance with federal regulations regarding closeout). The grants accountant will post a journal entry to process any cost transfers. No cost transfers may be processed after the grant clean up period. Any expenditures or cost transfers not completed by the end of the grant clean up period cannot be charged to the granting agency.