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Grant expenses

Finance and Business Services. Kelly Smith, Grant and Contract Accountant And Marianne Peffall, Director of Business Services. A quick guide to grants, financial compliance, and how to spend at West Chester University. Grant expenses. Guidelines & regulations How to spend money at WCU.

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Grant expenses

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  1. Finance and Business Services Kelly Smith, Grant and Contract Accountant And Marianne Peffall, Director of Business Services A quick guide to grants, financial compliance, and how to spend at West Chester University Grant expenses

  2. Guidelines & regulations How to spend money at WCU objectives

  3. Grant Budget Award Letter / Contract Federal Regulations PASSHE and WCU Policies PERMISSIBLE Costs

  4. Federal Cost Principles & Administrative Requirements regulations and best practice

  5. Reasonable - • Are costs reasonable & necessary for this project? • Best blend of price and features • Allocable – • Assigning costs to cost objective • Does the cost advance the work of the grant? What proportion? • Allowable – • Specific items of cost, direct and indirect costs Circular A-21, cost principles

  6. Typically allowable Typically unallowable • Investigator, GA, student salaries • Travel • Computers • Lab supplies • Secretary salaries • Office supplies • Lobbying expenses • Alcohol Examples of allowable costs

  7. Cost Sharing • WCU’s commitment to a project • Unless required, discourage putting cost sharing in official grant application’s budget • Rebudgeting Requirements • Expanded authority waive prior approvals– each agency has its own policy • Reports and Records • Source documentation – time cards, receipts, bids • Records retention Circular A-110 Administrative requirements

  8. Guide to WCU rules and forms Spending money

  9. Paying Students • STUDENT PAYROLL – Student is working • Student Payroll Request Form, Hiring Paperwork before work starts, Time Cards • Graduate Assistantships • FINANCIAL AID – Aid / scholarshipswritten into the grant • Scholarship Form - Bursar’s Office, Financial Aid Dept. apply funds directly to student’s account Student payroll / Financial aid

  10. Dual Comp– usually Summer • Preapproval Form to HR • Dual Comp form to Supervisor then Dean • Dean Provost Restricted Funds Payroll • Request to Hire Staff • Request to Hire Staff Form • Go through Department & Dean’s Office • Contact HR to Discuss Policies, Procedures Dual comp and employee payroll

  11. PASSHE Use of Public Funds Policy • Commonwealth of PA, PASSHE and WCU Procurement Rules and Regulations • Contracting Process and Rules • Commonwealth of PA Adverse Interest Act • Good News (Yes there is some good news!) Procurement

  12. E-Requisitions Purchasing Card Payment Request Forms Purchase of goods and services

  13. Domestic Travel • International Travel • Travel Advances • Travel Cards • Travel Expense Voucher travel

  14. Links to various forms and websites Additional resources

  15. A-21 FEDERAL COST PRINCIPLES http://www.whitehouse.gov/sites/default/files/omb/assets/omb/fedreg/2005/083105_a21.pdf A-110 ADMINISTRATIVE REQUIREMENTS http://www.whitehouse.gov/sites/default/files/omb/assets/omb/circulars/a110/2cfr215-0.pdf RESOURCES – rules & regulations

  16. West Chester University Purchasing Policyhttp://www.wcupa.edu/_INFORMATION/AFA/FBS/PROC/PO/PurchPolicy.asp PASSHE Use of Public Funds Policy http://www.wcupa.edu/_INFORMATION/AFA/FBS/PROC/PO/PublicFunds.asp RESOURCES – rules & regulations

  17. STUDENT GRANT COSTS PAYROLL http://www.wcupa.edu/_INFORMATION/AFA/Budget/frmStuPayReq.asp GRADUATE ASSISTANT (GA) FORM http://www.wcupa.edu/_admissions/sch_dgr/assistantships.asp FINANCIAL AID / SCHOLARSHIP http://www.wcupa.edu/_INFORMATION/AFA/FBS/FORMS/Scholarship_Notification.xls RESOURCES – Spending grant money

  18. TRAVEL REIMBURSEMENT GUIDELINES http://www.wcupa.edu/_INFORMATION/AFA/FBS/AP/TravReimbGuide.asp MILEAGE AND PER DIEM RATES http://www.passhe.edu/inside/anf/accounting/Pages/Employee%20Travel%20Expense%20Reimbursement%20Rates.aspx TRAVEL CARD http://www.wcupa.edu/_INFORMATION/AFA/FBS/CardSys/TCEnroll.asp ADVANCE TRAVEL AUTHORIZATION FORM http://www.wcupa.edu/_INFORMATION/AFA/FBS/AP/TravAuthorization.asp TRAVEL EXPENSE VOUCHER http://www.wcupa.edu/_INFORMATION/AFA/FBS/Forms/SAP_Travel_Exp.xls RESOURCES – Spending grant money

  19. STAFF GENERAL PROCESS http://www.wcupa.edu/hr/forms/FORMS/Hiring_Process-8_Steps.ppt REQUEST TO HIRE STAFF FORM http://www.wcupa.edu/hr/forms/FORMS/Request_to_Hire_Staff.xls DUAL COMPENSATION http://sp.wcupa.edu/vp/afa/HR/payroll/SitePages/Dual%20Compensation.aspx RESOURCES – Spending grant money

  20. PCARD ENROLLMENT http://www.wcupa.edu/_INFORMATION/AFA/FBS/CARDSYS/PCEnroll.asp GRANTS & CONTRACTS FAQ http://www.wcupa.edu/_INFORMATION/AFA/FBS/TB_Grant.asp SPONSORED RESEARCH http://www.wcupa.edu/research/ RESOURCES – Spending grant money

  21. Questions and Contact Information

  22. Contact Information Kelly Smith 610-436-2518 ksmith3@wcupa.edu Marianne Peffall 610-436-2705 mpeffall@wcupa.edu

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