MINI GRANT POST AWARD MANAGEMENT WORKSHOP

1. MINI GRANT POST AWARD MANAGEMENT WORKSHOP November 16, 2010 Bess de Farber Joe Piazza Nadine Smith Grace Strawn

2. You’ve been awarded a Mini Grant. Now what?

3. Training Agenda • Mini-Grant budgets & project numbers • Checklist • Hiring and Managing OPS Employees • Other Expenses • Using an Outside Consultant, Contractor or Vendor • Cost Sharing • Mini-Grant Reporting

4. Objectives I. Build understanding of the mechanics of managing mini grant funding II. Acquire information about roles of staff involved in providing support for managing mini grant funds III. Strengthen management and inquiry skills of Principal Investigators (PIs) to successfully complete mini grant funded projects and all required reporting

5. GRANTS MANAGEMENT OFFICE Services and Processes: General support throughout the grant period, including budget and/or personnel revisions and no cost extensions Assist with Interim report- due six months after start date Assist with Final report- due one month after grant period ends

6. Human Resources & Fiscal Services Services and Processes: • Budget and Project Numbers • Recruiting and Hiring • Expenses • Cost Share • Reporting

7. Mini-Grant budgets and project numbers • Once notified that you have been awarded a Mini Grant, set up a budget meeting with Nadine and Bess to review fiscal procedures for personnel and operating expenses and to release funding. • A Mini-Grant project number will be assigned to your project at that initial budget meeting. It will begin with the letters MG. Please be sure to use that project number for all related expenses being charged to your Mini Grant.

8. Checklist

9. OPS (TEMPORARY) EMPLOYMENT • OPS (Non- Student) • STAS (Student Assistant) • FWS (Federal Work Study Student)

10. STAS & FWS RULES • Must be at least a half time student • Can only work up to a total of 20 hours per week • Can not work during exam weeks • No international students (applies only to FWS)

11. OPS PAY PLAN COMPARISON 0.50 FTE = 20 hours a week Minimum Wage = $7.25 Federal Work Study = $1.81 (25% of $7.25)

12. CONFLICT OF INTEREST & NEPOTISM • A conflict of interest exists when an academic staff member is in a position to advance his/her own interest or that of others to the University’s detriment. • Making OPS hires or performing direct supervision of one’s family members can be seen as using University for personal gain. • Avoid any potential conflict of interest by disclosing information about a potential conflict ahead of time, and asking for assistance to determine whether an action or hire may result in an unintended conflict of interest.

13. RECRUITING EMPLOYEES • Work with Joe Piazza in HR to recruit temporary employees • Create job description • Navigate to Smathers Library Human Resources webpage http://www.uflib.ufl.edu/pers/ • Go to Employment Opportunities and then Student/OPS Positions • Use current postings as a guide for creating your own job requirements • Be sure to include any disqualifying questions if needed

14. RECRUITING EMPLOYEES (CONT) • Email exact job description to jpiazza@ufl.edu • Joseph will contact the supervisor when the job has been posted

15. Interviewing Applicants • PIs and supervisors are encouraged to attend training provided by UF Training and Development.

16. Hiring Employees • Send new hire to Joseph in Library HR office with the following documents: • Social Security Card • Drivers License and UFID • Completed Blue Card (check grant funded & add Mini-Grant project #) • Voided Check (mandatory for sign up process) • Federal Work Study Permit (if applicable) • International Paperwork (if applicable) – timeframe issue

17. Blue Card / Grover Confirmation • Payroll Blue Card • Check “Yes” for Grant Funded • For Project #: Use the Mini-Grant project number assigned to your project at the initial budget meeting. It will begin with the letters MG. • Department and Department ID should reflect your home department • Effective Date is desired start date • Grover confirmation must be received from Joseph to verify the actual start date. Only then can an employee begin working.

18. Initial Meeting With OPS Employee AFTER HIRE • Work Space • Expectations • Time and Labor Entry

19. Checking an Employee’s Time – Step 1 • Time Management Home>Payable Time Detail

20. Checking an Employee’s Time – Step 2 • Enter Employees ID and the start date & click Search • Check Payable Status

21. Approving Time – Step 3 • Time should be entered daily by OPS employee • Time entered must match actual time worked • Pay week begins Friday and ends Thursday • Any time worked over 40 hours in a pay week is overtime and will be paid at 1.5 times the normal rate. All overtime will need prior approval from Grace • All time must be approved by PI by the payroll deadline

22. Approving Time – Step 3 (Cont) • Please pay special attention to the emails sent out by Fiscal Services about early deadlines and keep employees informed • For more information visit the Helpful Payroll Links page on the Library HR Website, http://www.uflib.ufl.edu/pers/timeassistance.html

23. Approving Time – Step 4 • My.ufl.edu>Manager Self Service>Time Management> Time Management Home

24. Approving Time – Step 5 • Approve Payable Time

25. Approving Time – Step 6 • Check “Get EmplID” • Enter employees UFID (numbers only)

26. Approving Time – Step 7 • If the time is correct, check the approve box • Click Approve

27. Terminating Employees • Contact Joe immediately if an employee terminates • Submit blue card with termination box checked • End date should be the day after the last day worked

28. Other Operating Expenses • Submit Purchasing Grover ticket to purchase budgeted items • Please contact Sonia Coleman in the Fiscal Services Office if you have questions about purchasing • Be sure to provide your Mini-Grant project number on any Grover ticket as the fund source • Sonia will notify you of any needed documentation (such as, new vendor application, quotes or W-9 form)

29. Definition of Contractor • CONSULTING & PROFESSIONAL SERVICES • If you are hiring a contractor, it is important to establish that the nature of the service does not constitute an employee/employer relationship • Hire may not serve as an employee (in any department on campus) and a contractor in the same calendar year • Family members may not be hired as consultants

30. Hiring Outside Consultant • Requirements • A Purchase Order will need to be created prior to any work taking place to pay for consultant work. • The consultant will be required to submit the following • “Vendor Application” • W-9 Form • Consulting and Professional Worksheet • A Statement with the beginning and end dates of work, terms of payment (i.e. lump sum, hourly), and a description of work being performed. • Contact Sonia for assistance

31. Cost Share Reporting • The PI must submit a Library Cost Share Form to Fiscal Services (Nadine) each semester • Fiscal Services will send the PI an email notification of the required due date for the completion of the Cost Share form

32. EXAMPLE OF COST SHARE FORM

33. Budget Reporting • Monthly financial reports will be provided via email to the PI of the Mini Grant. •  When a new OPS or student is hired and then at the beginning of each new semester, provide the anticipated semester work schedules for your Mini-Grant employees via email to Nadine (janisz@ufl.edu). Providing this information will assist in supplying the most accurate projections of personnel expenditures on your monthly financial report. • If splitting the OPS budget between more than one area, it is the PI’s responsibility to monitor those funds.

34. Budget summary example

35. Biweekly postings detail

36. OPS Projections detail

37. Expense detail

38. Questions? Contact us: • Grants Management 273-2519 • Bess de Farber • Human Resources 273-2595 • Joseph Piazza 273-2601 • Fiscal Services 273-2555 • Grace Strawn 273-2560 • Nadine Smith 273-2518 • Sonia Coleman 273-2558