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Maryland Governor’s Grants Office Higher Ed Conference

Maryland Governor’s Grants Office Higher Ed Conference Jackie Eberts, Panelist-Process for Handling Gr Functions Office of Graduate Studies & Research www.salisbury.edu/jleberts@salisbury.edu 410-543-6066. Located on the Eastern Shore of MD about 30 miles from Ocean City, MD;

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Maryland Governor’s Grants Office Higher Ed Conference

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  1. Maryland Governor’s Grants Office Higher Ed Conference Jackie Eberts, Panelist-Process for Handling Gr Functions Office of Graduate Studies & Research www.salisbury.edu/jleberts@salisbury.edu 410-543-6066

  2. Located on the Eastern Shore of MD about 30 miles from Ocean City, MD; • Founded in 1925 as a Normal School; • Previously known as Salisbury State College, Salisbury State University; • SU is one of twelve institutions making up the University System of Maryland (UMCP is the flagship) + 2 System wide Learning Ctrs; • SU currently has about 8600+ student body, with several master’s level programs and one PhD. program in Nursing (begins fall-2012); • SU is considered a ‘PUI’ (predominately undergraduate institution-for teaching); and • 15th year SU ranked as a ‘top 10’ public comprehensive in the North by U.S. News & World Report, currently ranked #9 for America’s Best Colleges: 2012 Edition, Kiplinger’s Personal Finance ranks SU as one of its 2012, 100 Best Values in Public Colleges plus several other ratings not mentioned.

  3. Grant/Contract Evolution: • 1989: Received lst award (no grant’s office; general acct. office received the new assignment); • 1990: PT Post-award Office established; reported to VP Finance/Administration; • 1991: PT Pre-award office (1 PT faculty) reporting to Academic Affairs; • 1994: Hired our lst FT Dir. GSP for Pre-award; • 2006: Pre/Post co-located in suite of offices to enhance communications; • 2010: Pre/Post Grants merged into Office of Graduate Studies & Research under Academic Affairs and; Post –award Dir. maintains dotted line relationship to VP-Administration/Finance for financial compliance and; • 2012: Grants Office is growing & we are researching ways to enhance office technology since we do most of our processes manually.

  4. Grant/Contract Information: • Grant/contract award volume has increased from $100k to approx. $11 million per year (average) since 1989; • SU currently averages about 75 new accounts per year + about 5-10 sub-awards and ; • SU utilizes a centralized grant/contract support model. All proposals are routed through pre-award office. • Dir./Dean/VP Admin-Fin./Provost does review/sign-off of all proposed budgets. • All project paperwork (to expend funds) is processed through post-award office. • SU does not have any official departmental grant management currently. • The Post –award manages projects with PI and also completes budget checks on each transaction. • Dir. randomly samples transactions to provide a pre-audit of expenses/compliance. • Post-award office maintains shadow systems and completes monthly reconciliations (to university financials), all financial reports/billings, and grant closeouts.

  5. Grant/Contract Process & Procedures: • Pre-award completes proposal prep, internal signoffs and submission; • Pre-award handles IRB and IACUC; • Post-award completes (at award inception) account setups, manages all projects, works with HR for new grant hires, prepares all fiscal reports/draws cash and prepares billings, reconciles accounts monthly, completes required closeout processes on all projects, monitors for financial compliance and completes other special surveys/reports as required; • Grants Office (pre/post) normally works one-on-one with PI’s; • Grants Office offers basic grant/contract ‘101’ training seminars & limited research training modules and; • All transactions are processed through GSR-Post-award.

  6. As a Grant/Contract Professional remember to: • Educate yourself and others as much as possible on grant/contract administrative regulations, allowable costs, and A-133 audit requirements; • Join as many professional organizations as possible (extra benefit is networking) and take advantage of training opportunities as they arise; • Understand each of your grant/contract terms & conditions (including flow-down requirements when using sub-awards); • Learn each federal agency’s basic requirements and acronyms to understand the ‘grant/contract lingo’ and; • Read your agreements carefully since all grants/contracts come with compliance requirements or ‘baggage.’

  7. Jackie Eberts, Office of Graduate Studies & Research jleberts@salisbury.edu 410-543-6066 Thank you!

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