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Grants and Contracts
Jim Butterfield and Kathy Blackwood
October 5, 2004
What are grants and contracts?
For this discussion, any agreement for the district to perform services
Includes CategoricalsTraditional grants and RFPsWIA contractsContract instructionCommunity services
How do you get a grant?
Federal and StateThey issue RFPYou respond in their format Include what, where, how, who and how
muchStrict deadlinesStrict budget parameters
How do you get a grant?
Local and FoundationUsually you draft proposal or letterSometimes on their formMay or may not have deadlinesMay need to coordinate requests with our
own foundation
Internal Approval Process
Review proposal with appropriate administrator(s) at your campus
Review budget with Jim Butterfield and college business officer (simultaneously is best, but email works too)
Get approval for match from college business officer
Internal Approval Process
Jim Butterfield can help get appropriate signatures at the district
Allow for enough time for review and signatures
Internal Approval Process
Only Jim Keller or Ron Galatolo or their designees can sign grant applications!
External Approval Process
Contract comes from funding source for signature
Funded amount may be less than proposal
Budget may need to be revisedRevisions must be approved by
college business officer and Jim Butterfield
External Approval Process
Only Jim Keller or Ron Galatolo or their designees can sign grant and contract agreements!
Grant Director’s Responsibilities
Develops realistic budgets that are outcome based and are within campus, district and external parameters.
Monitors budgets and communicates anticipated changes and variances from budgets along with a recommended course of action to the appropriate administrator.
Grant Director’s Responsibilities
Takes responsibility for all entries (budgets, encumbrances and actual charges) to one’s own accounts, researching and effecting corrections and/or revisions when necessary.
Adheres to district and regulatory restrictions and/or guidelines regarding expenditures and reporting of accounts.
Grant Director’s Responsibilities
Keeps oneself informed on changes to campus and district as well as external procedures and regulations.
This includes compensation/benefit increases and staffing changes.
Takes responsibility for year-end closing procedures, including being available in July if necessary.
Grant Director’s Responsibilities
Keeps appropriate records tracking time, equipment purchased by federal or economic development funds, and match.
Forwards those records to college business officer as needed and at the close of grant.
Files all required reports on a timely basis, allowing for college and district review.
What goes in a grant budget?
First, consider all costsThis includes salaries, benefits, supplies,
equipment, perhaps space costs, administration and indirect costs
Then determine if a funding source will allow this amount of costs.
What goes in a grant budget?
If there isn’t enough money, there are a few choices:Shrink the project; don’t do so many things Identify other funding sources
This can include existing Fund 1 allocations (usually reported as match), other grants or fundraising
Find another grantor
Where do I get the numbers?
Salaries and benefits are available from college business officer
Check with Jim Butterfield for salary and benefit assumptions for future years
Look at costs for similar programsAsk HR for job descriptions and salary
schedules to make sure you are using the right ones
Match
Many grants require matchMatch must be documentedIf it is external, you must get letters or
other signed documentation from external source verifying the match will occur and then later, verifying that the match did occur
Match
Match can include Fund 1 allocationsStill must be documentedThis includes separate timecards for any
salaries claimed as matchIf you claim salaries, claim a
proportionate amount of benefitsMay include indirect costs
Indirect Costs
Indirect costs include payroll, purchasing, facilities, human resources, IT services, etc.
Does not need separate documentationMust be included on every grant (where
allowed)Can be used as match at times
Once the grant is approved
Contract signed by Jim Keller or Ron Galatolo
Fund set up by Jim ButterfieldBudget entered by College Business
OfficeApproval queue determined by College
Business Office
Once the grant is approved
Then, start spending!
Typical TimelinesState Chancellor's Office Grants
Request for Proposal Applications (RFA's) are due per the instructions, terms and conditions published by the California State Chancellor's Office.
Progress Reports are due into the Chancellor's office no later than January 31.
One (1) original and two (2) copies are to be submitted to the appropriate division.
Typical TimelinesState Chancellor's Office Grants
Final Report and Final Expenditure Statement must be received by the Chancellor's Office by July 31.
One (1) original and two (2) copies of the Final Report, including an executive summary, two copies of material and/or products, and the Final Expenditure Statement are to be submitted to the appropriate division.
Typical TimelinesState Chancellor's Office Grants
The Final Expenditure Statement will determine the final payment of the project funds.
Amendments including budget revisions and extensions of the performance period are due in the Chancellor's Office by April 30.
Typical Timelines Economic Development Grants
Year-to-date Expenditure and Progress Reports are due in the Chancellor's Office by: October 31 -January 31 April 30 -July 31
Final Reports are due in the Chancellor's Office no later than August 31.
Amendments must be received by the Chancellor's Office by April 30.
Typical TimelinesFederal Grants
Quarterly reports must be made electronically by the following dates: November 10 -February 10 May 10 -August 10
Typically, cash is requested at the same time as the quarterly reports are submitted.
The Grants Staff is responsible for reporting the expenditures to date and requesting cash to reimburse the grant account.
District Grant Deadlines
Grant Proposals have to be signed by Ron Galatolo or Jim Keller, prior to being mailed. Proposals and RFA's are due to the District Grants Staff within 5 working days prior to the submittal deadline.
Quarterly reports, progress reports, and final reports, must be submitted to the District Grants Staff for review, no later than 5 working days prior to the deadline.
District Grant Deadlines
Budget Revisions for the District Quarterly report are prepared and entered into Banner throughout each quarter and must be submitted to the College Business Office in order to be entered into Banner by the following dates:
September 30 December 31
March 31 June 30
District Grant Deadlines
Note: Budget revisions moving funds between major object codes must be approved by the funding source as required by the grant before the College Business Office will revise the budget in Banner.
Year End Spending & Reports
Funds need to be spent prior to grant end date
Some grants allow encumbrances at year end
Final reports are due shortly after year end
Final reports need to be coordinated with Jim Butterfield
Year End Carryforwards
Some grants allow carryforwardsUnspent funds as of June 30 will be
rebudgeted in next yearMost grants do not allow carryforwards
Year End Records
Records need to be maintained 3 years past end of grant
Records can be archived on WebExtender
Training
Purchasing info on District Downloads page, including training modules
Freshman and Sophomore seminars in purchasing
Banner Finance for Managers
Questions?