Financial Management
Once your grant code (index #) is set up, your grant accountant will post the approved budget, per agency contract, on Banner. You are the financial manager and first approver for all charges to the grant.
All grant expenditures (e.g., direct pays, additional pays, personnel forms, and travel expenses) will also require the approval of your grant accountant. Grant expenditures must comply with grant regulations as well as University policies and procedures.
Banner Training is required in order to access online approvals and budget queries. See Banner Training section for list of courses.
Budget
The project director is responsible for budget control. The budget categories of the awarding agency will be collapsed to fit the six basic University pooled budget accounts:
- 610000 Student Wages
- 620000 Personnel
- 701000 Operations
- 712000 Indirect Costs
- 780000 Equipment
- 790000 Capital Expenditures
It is the project director’s responsibility to abide by the granting agency’s specific budget categories per the award.
Printing and Duplicating/Bookstore Charges
Charges can be made for Printing and Duplicating or Southeast Bookstore by providing your grant index number.
Personnel
All University policies and protocols for hiring personnel apply to grant-funded projects. Please contact Human Resources as soon as possible to begin the hiring process. Policies for hiring personnel can be found online at http://www4.semo.edu/humanresources/.
A template memo for personnel action form needs to be completed in the following situations:
- The grant ends or is extended.
- The grant is renewed and is given a different University index number.
- An employee is terminated prior to the original stop date.
- A change in FTE.
Interdepartmental Forms
Interdepartmental Expense Transfer Form (PDF)
Direct Pays
Information about direct pays and direct pay forms can be obtained online here.
Travel
Information and forms can be obtained online at http://www.semo.edu/accountspayable/
Telephone
Contact Mary Siebert in Telecommunications for information regarding telephone and faxes. Telecommunications Work Order Request Forms can be obtained online at http://www6.semo.edu/telecomm/workOrder.asp
Program Reports
Project directors are responsible for completion and filing of all program reports. Timely reports must be done to insure compliance with contracts and continuity of funding.
Agency Revisions
Please refer to your grant agreement regarding requirements for budget revisions or no-cost time extension. Send a copy of any agency approved changes to your grant accountant.
University Budget Transfers
Budget transfer requests must be approved in writing by the project director and appropriate agency officer. The grant accountant completes all budget transfers. All transfers must comply with grant contract requirements.
Time and Effort Verifications
Due to federal regulations, the University is required to maintain verifications of "time and effort". You will receive these verifications from your grant accountant monthly. As project director, you are required to review and approve the reports. Signed copies must be returned to your Grant Accountant for all grants.
Match
If you have a match requirement in your contract, you are required to track and document match expenditures. Please forward documentation to your grant accountant for proper reporting.
Audit Responsibilities
The project director will be responsible for providing all requested program information for the University annual audit of federal programs as well as any agency program reviews.
Cost Transfer Justification
All cost transfers, including salary, should be completed within 60 days of their original transaction date or within 15 days of the grant end date whichever date is sooner. The Operating Procedures are outlined in the Business Policy and Procedure Manual specifically Finance, Grants and Related Contracts, items 18, 19, and 20. All expense transfers must be accompanied by a completed Interdepartmental Expense Transfer Form and a Cost Transfer Justification Form.