Table of ContentsGrants Manual Purpose................................................................................................ 1 Roles and Responsibilities .......................................................................................... 3Pre-Grant Process ........................................................................................................ 4Complete New Grant Opportunity Inquiry FormWho is the Funder?Grant Application Due DateGrant TermMatch RequirementsCollege Wide or Specific DepartmentLead Principal Investigator and Co-Principal InvestigatorSample of New Grant Opportunity Form.................................................................. 5-6Post-Grant Process ...................................................................................................... 7Grant Funding Agencies & Notice of AwardProvide copy to Grants Department once awardedDepartmental Budget Spreadsheet for Grant Funds Received............................ 8-11 Personnel (Employees)............................................................................................... 12Personnel Action Form (PAF)New Hire ProceduresParttime Hourly Student/Non-Student Staff Search – Obtain from HRFull Time Search – Contact HR about existing Job DescriptionWork with HR to create Hiring TeamTime and Effort Report and PPA ............................................................................... 13Full time and Part Time &Effort Report – Employees paid by GrantSample T&E Report and Instructions providedPaid Professional Assignment (PPA) Sample providedPPA & PAF outline required signaturesPurchases and Expenses........................................................................................... 14Quote ThresholdsNew Vendor – W9 and NJ Business Registration Certificate (NJNRC)Tax Exempt LetterPurchase Order ProcessAccounts Payable Coding Voucher
Check RequestPersonal Expense Voucher ............................................................................... 16-18How to Obtain New Vendor ................................................................................... 19Consultants/External Consultant Work Agreement/Travel ..................................... 20Grant Travel Request for Professional DevelopmentPer Diem rates- www.gsa.gov IT Support ................................................................................................................... 21IT Support Links and ProceduresPreparing Departmental Grant Funded Files ........................................................... 22Periodic Review of Grant ExpensesAppendix A .................................................................................................................. 24Grant Terminology ..................................................................................................... 25Appendix B .................................................................................................................. 26Fraud Policy and Forms AppendixSub recipient Fraud Policy ........................................................................................ 27Forms Appendix ......................................................................................................... 28
1 Grants Manual PurposeThe Grants Manual constitutes a comprehensive document that defines the policies, procedures, and guidelines for the management of grants within an organization. It functions as a centralized resource for staff and participants, thereby ensuring consistency, efficiency, and compliance with grant regulations.1. Compliance: Grants must follow strict regulations and reporting requirements. These regulations and reporting processes are consistent and mandatory for Federal Grants, State Grants, and Fund Allocations. The Grants Manual offers guidance in adhering to Federal and State regulations.2. Efficiency: A clear and concise manual streamlines the grant management process, minimizing errors, delays, and unnecessary administrative burdens. It offers a standardized approach to tasks such as proposal development, budget management, and reporting.3. Consistency: By establishing standardized procedures, the manual promotes consistency across various grant projects. This uniformity enhances efficiency, reduces the likelihood of errors, and reinforces the organization's overall reputation as a reliable recipient of grants.4. Training and Onboarding: The manual serves as a valuable training resource for new staff members and as a reference guide for existing personnel. It provides an articulate understanding of the organization's grant management practices and expectations.5. Risk Management: A well-developed manual aids in identifying and mitigating potential risks associated with grant management, including financial mismanagement, fraud, and non-compliance. By articulating clear policies and procedures, the manual assists in establishing internal controls and safeguarding the organization's reputation.In conclusion, the Grants Manual is indispensable for RVCC to engage in receiving or managing grants. It provides a framework for effective grant management, thereby ensuring compliance, productivity, and overall success in securing and utilizing grant funding.
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4 Pre-Grant InstructionsWelcome Grant Project Director to your new grant and grant management processes. The process begins with identifying grant funding opportunities and submitting the New Grant Opportunity Inquiry Form to the Office of Grants Management for Approval.New Grant Opportunity Inquiry Form Please ensure that the New Grant Opportunity Inquiry Form is submitted at least 60 days prior to the grant submission due date. 1. Complete the Grant Project Information sectiona. Provide the Grant Submission Due Dateb. Granter – Funding Source c. Total grant amount to be requestedd. Grant Period – dates2. The Lead Principal Investigator (Lead PI) has the primary responsibility and accountability for the entire grant-funded project3. A Co-Principal Investigator (Co-PI) shares significant leadership and responsibility with the PI for the project, often focusing on specific aspects based on their expertise4. Generate the summary of the project As Required by the NGO5. Describe Anticipated Staffing Needs a. Grant Staffing Requirements (If Applicable) b. New and Existing Faculty Staff included in the Grant6. Anticipated Grant Budget7. Primary Expenses (Staff, equipment, etc.)a. Budget Match Requirements for RVCCb. In-Kind Supportc. Fringe Benefits8. ApprovalsAll Grant inquiries are required to be reviewed, approved, and signed by the Director of Grants, Takecia Saylor.
5 New Grant Opportunity Inquiry FormPLEASE ENSURE THAT THE NEW GRANT OPPORTUNITY INQUIRY FORM IS SUBMITTED AT LEAST 60 DAYS PRIOR TO THE GRANT SUBMISSION DUE DATEGrant Project InformationRVCC PURPOSED PROJECT LEADER OR DEPARTMENT/TEAM GRANT NAME GRANTOR – FUNDING SOURCEGRANT SUBMISSION DUE DATE GRANT PERIOD – DATES TOTAL GRANT AMOUNT TO BE REQUESTEDARE MATCHING FUNDS REQUIRED FROM RVCC?ARE TIME AND EFFORT (T&E) APPLICABLE? IF YES, PLEASE EXPLAIN. WILL THE RVCC INDIRECT COST RATE APPLY? No Yes If yes, provide percentage or amount:DESCRIBE THE PROJECT BENEFICIARIES AND THE NUMBER TO BE SERVEDLIST THE PROJECT GOAL(S) AND OBJECTIVESPROPOSED PRINCIPAL INVESTIGATOR (PI) / PROPOSED CO-CO-PRINCIPAL INVESTIGATOR (CO-PI)1.2.SUMMARY OF THE PROJECT AS REQUIRED BY THE NGODESCRIBE ANTICIPATED STAFFING NEEDSGRANT STAFFING REQUIREMENTS (IF APPLICABLE) WILL NEW OR EXISTING FACULTY/STAFF WORK ON THE PROJECT? IF YES, PLEASE COMPLETE SECTION BELOW PROJECT COORDINATOR DEPARTMENT % OF TIME GRANT - FUNDEDGrants OfficeRaritan Valley Community College118 Lamington Rd, Branchburg, NJ 08876
6 SUBMIT THIS FORM TO: RVCC Grants Manager Frank Paterno [email protected] or the Director of Grants, Takecia [email protected] DEPARTMENT/FACULTY TO BE ASSIGNEDNAME % OF TIME GRANT - FUNDEDNEW FACULTY/ADMINISTRATOR/STAFF POSITIONSPOSITION NAME % OF TIME GRANT - FUNDEDANTICIPATED GRANT BUDGETPRIMARY EXPENSES (STAFF, EQUIPMENT, ETC.).FACULTY/STAFF/ADMINISTRATOR TIMEHOW WILL THESE EXPENSES BE MET BY RVCC?IS RVCC REQUIRED TO MATCH GRANT COSTS? IF YES, WHAT PERTCENTAGE? IN-KIND SUPPORT FRINGE BENEFITSIF APPROVED, THE PROPOSED GRANT BUDGET TEMPLATE WILL BE MADE AVAILABLE FOR GRANTS OFFICE REVIEW & APPROVAL. ATTACH THE PROPOSED BUDGET. FOR BUDGET ASSISTANCE PLEASE CONTACT RVCC GRANTS MANAGERFRANK PATERNO [email protected] OR DIRECTOR OF GRANTS, TAKECIA SAYLOR, 908-526-1200 EXT. 8516, [email protected] NAME SIGNATURE DATEGrants DepartmentRVCC President
7 Post-Grant Process & InstructionsCongratulations on the approval and award of your grant! Below are the preliminary steps to facilitate the effective management of your award:Carefully Review the Award Documents:A Notice of Award (NOA) is a formal document issued by a funding agency to a recipient, confirming that a grant has been awarded and outlining the terms and conditions under which the grant will be administered.1. Grant Agreement/Notice of Award: This is the most critical document. Thoroughly examine it, paying particular attention to:a. Award Amount: The total funding allocated to you.b. Project Period: The defined start and end dates of the grant.c. Allowable Expenses: Specifications regarding permitted and prohibited uses of grant funds.d. Budget Categories: The designated allocations for various expenditure categories (e.g., personnel, travel, supplies).e. Reporting Requirements: The types of reports required (financial, progress) and their respective deadlines.f. Terms and Conditions: Particular rules and regulations that must be adhered to.2. Grant Proposal: This document outlines the project for which you have secured funding. Ensure that your planned activities correspond with your proposed objectives.3. Feedback or Conditions from the Funder: Record any specific instructions or requirements provided by the funder alongside the award.Understand the Budget:a. Review the Approved Budget: Determine whether the funder's approval aligns with your submitted budget or includes modifications. Familiarize yourself with the final approved budget categories and amounts.b. Identify Key Budget Restrictions: Be conscious of any limitations regarding expenditures within each category, as well as any expenses that are explicitly prohibited.Summary of Initial Steps: a. Review and Comprehend the Award Documentationb. Familiarize Yourself with the Approved Budget and Any Associated Restrictionsc. Develop a Budget Tracking System (Spreadsheet)d. Follow the Finance Department’s Financial Procedurese. Maintain Communication with Your TeamBy taking these initial steps, you will develop a foundation for effectively managing your grant award and ensuring the successful implementation of your project while adhering to the funder's requirements. Remember to stay organized and communicate proactively with the Grants Department if any questions or issues arise.
8 Preparation of Departmental Budget Spreadsheet for Grant FundsThis guide will provide you with detailed instructions for developing a comprehensive budget spreadsheet to effectively manage the funds awarded to you through the grant. This spreadsheet will facilitate the tracking of income and expenses, while ensuring that the funds are utilized in accordance with the terms of the grant agreement.1. Set Up Your Spreadsheet:a. Create the following main columns:i. Budget Line Number: o This line offers clarification regarding the categorization of each budget expense and the appropriate BANNER accounts for allocationii. Budget Category: o General classifications of expenditures (Personnel, Fringe Benefits, Equipment) iii. Specific Item/Description: o Comprehensive description of each expenditure within the respective category (Salary - Project Manager, Airfare to Conference, Office Supplies)iv. Total Budget Amount: o The sum of grant funds assigned to this particular item (Quantity + Original Cost)o Add a “Revisions” for modifications made to original total budget amounto A Revised Budget total column is needed to then to reflect the change to total amountv. Total Expenses: o The total amount incurred for this item to datevi. Revised/Remaining Balance: o The difference between the budgeted amount and the actual expenses (Total Budgeted Amount - Total Expenses = Revised/Remaining Balance)
9Following the Instructions: Your Spreadsheet should resemble the image aboveConsider adding optional columns:b. Funding Source: i. If you have other funding sources for the project, you can track which source is covering which expensec. Payment Date:i. Date the expense was paidd. BANNER Expense Codesi. Adding the Expense codes at the end of the budget will allow for accurate expenditure processinge. Invoice/Receipt Number: i. For easy reference2. Identify Your Budget Categories:a. The grant guidelines will often specify required budget categories. Common categories include:i. Personnel Costs: Salaries, wages, fringe benefits (health insurance, retirement contributions), consultant feesii. Travel: Transportation (airfare, mileage), accommodation, per diem (meals)iii. Equipment: Purchase or lease of necessary equipmentiv. Supplies: Office supplies, project-specific materialsv. Contractual Services: Services provided by external organizations or individuals (e.g., evaluation, website development)vi. Other Direct Costs: Publication costs, communication, participant support, etc.vii. Indirect Costs: Costs that are not directly tied to a specific project but are necessary for the organization's operation (e.g., rent, utilities, administrative salaries)b. Break down broad categories into specific items.
10i. For example, under \"Personnel Costs,\" you might have separate lines for \"Project Manager Salary,\" \"Research Assistant Wages,\" and \"Fringe Benefits (25%)\"3. Determine Budgeted Amounts:a. Estimate costs accurately. i. Research typical costs for each item. ii. Obtain quotes with estimated shipping when necessary (e.g., for equipment or contractual services)b. Align with the grant proposal i. The budgeted amounts should be consistent with the figures presented in your original grant proposal ii. Any significant deviations may require prior approval from the funding agencyc. Be realistic i. Avoid underestimating costs, as this can lead to budget shortfalls laterd. Include all necessary costs i. Don't forget smaller expenses that can add upe. Consider contingency funds (if allowed) i. Some grants may allow for a small percentage of the budget to be set aside for unexpected expenses 4. Enter Budgeted Amounts into Your Spreadsheet:a. For each \"Specific Item/Description,\" enter the allocated amount in the \"Budgeted Amount\" column5. Track Actual Expenses:a. Establish a system for tracking all expenditures i. This might involve collecting invoices, receipts, and maintaining clear records of paymentsb. Update the \"Actual Expenses\" column regularly i. As expenses are incurred, promptly enter the exact amount spent for the corresponding itemc. Be detailed i. Ensure each actual expense is clearly linked to a specific budgeted item ii. If an expense doesn't fit neatly into an existing category, create a new specific item within the appropriate category with justification8. Regularly Review and Update Your Budget:a. Compare budgeted amounts to actual expenses i. Identify any significant changes (both overspending and underspending)b. Examine discrepancies
11Make adjustments as needed (with Grant Department approval)a. If you anticipate needing to move funds between budget categories, consult your Grant Department for guidance and approvalb. Document any approved budget revisions.9. Consider Summary Sections and Visualizations:a. Create summary sections at the top or bottom of your spreadsheet. This could include: i. Total Budgeted Amountii. Total Actual Expensesiii. Overall Remaining BalanceExample Structure:Budget CategorySpecific Item/DescriptionBudgeted AmountActual ExpensesRemaining Balance Notes/JustificationPersonnel CostsSocial Media Specialist Salary $60,000.00 $54,500.00 $5,500.00 Based on annual salary of $60,000.00Personnel CostsFringe Benefits (25% of Salary) $15,000.00 $13,125.00 $1,875.00 25% of Social Media Specialist SalaryTravel Airfare to Conference (2 people) $2,000.00 $2,150.00 -$150.00 Ticket prices increased; seeking reimbursement.Supplies Office Supplies $600.00 $420.00 $180.00 Includes paper, pens, etc.TOTAL $77,600.00 $70,195.00 $7,405.00
12Personnel If you plan to hire personnel using grant funds, you must adhere to the RVCC hiring policies as well as the specific requirements set forth by the grant funding agency. Detailed information on hiring personnel through a grant can be found below.1. Personnel Needsa. Determine necessary personnel and use New Hire Procedures2. Vacancy Approval & Posting a. Department Manager submits a request for a part-timer to appropriate Executiveb. Management reviews budgetc. If approved, Dean/Director/Budget Manager notifies HRd. HR posts job announcement3. Interview Teama. Department Manager/Supervisor forms a team with college membersb. HR provides annual trainingc. Deliberations are confidential4. Recruitment Processa. Interview Team reviews resumes and selects candidatesi. HR reviews for diversityii. HR assists with interview questionsb. Department Manager schedules interviewsi. Department Manager provides interview dates and times to HRc. Candidates report to HR first and submit employment applicationsi. HR/Manager maintain applicant and vacancy files5. Personnel Action Form (PAF)a. Allocate new hire wages to the grant fund codeb. Obtain approvals and submit PAF to HR with a copy to the Grants Officec. Grants Office adds budget line and submits a copy to the Grants Specialist in Financed. A sample PAF is included in this Grants Manual
13Time & Effort (T&E) Reports and PPA FormsUpon hiring personnel through the awarded grant, it is important to submit Time and Effort Reports. These reports are a vital requirement for any personnel compensated through grant funds, primarily due to federal regulations and the necessity for accountability and transparency in the utilization of public funds.1. T&E Requirement – Please reference link to the form TEa. Employees in grant-funded positions must complete T&E reports2. Review & Approvala. Part-time T&E reports are reviewed bi-weekly, full-time monthlyb. Dates and times must match payroll submissionsc. T&E is in addition to Lion's Den hour submissions3. Submissiona. T&E reports are printed, signed, and submitted to the Grants Officeb. A copy is sent to the Grants Specialist in Financec. Sample T&E reports and instructions are includedd. Bi-Weekly Payroll Schedule is also included.4. Paid Professional Assignment - Please reference link to the form (PPA) PPAa. Understanding the Assignmenti. Scopeo Clearly define the project's goals, objectives, and deliverablesii. Timelineo Establish a realistic schedule with key milestones and deadlinesiii. Budgeto Determine the financial resources available for the projectb. Research and Planningi. Grant Guidelineso Familiarize yourself with the specific guidelines and requirements of the grant programii. Needs Assessmento Identify the target population and their needsiii. Project Designo Develop a comprehensive project plan outlining activities, resources, and evaluation methodsc. Budget Developmenti. Create a detailed budget that aligns with the project's scope and goalsd. A PPA form must be approved by the Department Chair and submitted to Payroll with copies to the Grants Office and Grants Specialist in Finance
14Purchases and ExpensesA comprehensive understanding of the purchasing requirements for grant funds is key for ensuring legal compliance, financial accountability, effective project management, and upholding the integrity and reputation of RVCC. This knowledge guarantees that grant funds are utilized appropriately, efficiently, and in alignment with the objectives of both the funding agency and the project.1. Purchases and Expensesa. Decide on purchases and expenses that fall within the grant budget, the grant period and fulfill grant obligations2. RVCC must comply with strict purchasing regulations, including thresholds regarding the number of quotes you must obtain from vendors3. Currently purchases: a. Total of the Quote is over $8,980 - require 3 quotesb. Total of the Quote is over $17,500 - need Board Approvalc. Total of the Quote is over $44,900 - require a bid process4. One quote is sufficient for purchases under $8,980, although you may wish to obtain additional competitive pricing 5. New Vendors must provide a signed W9 to the Grants Office so they may be assigned a Vendor
15G# by the Purchasing Department (Please reference page 18)a. New vendors must also provide a New Jersey Business Registration Certificate (NJBRC) with the matching name/address as the W9b. Vendors are responsible for obtaining certification at https://www.state.nj.us/ treasury/revenue/getting registered.shtml c. Any exemptions to the NJBRC requirement may only be made by the Director of Purchasingd. New vendors must be advised that RVCC is exempt from Sales & Use Tax – Submitted by Grants office6. Obtaining required number of quotes with decision on purchasea. The quote must be sent to the Grants Officeb. The Grants Assistant will check that the quote meets the grant requirements so the following is requiredi. Fundii. Accountiii. Budget codes7. The Grants Assistant then enters a requisition in BANNER in order for the purchase to go through the Purchase Order approval processa. A copy of the Purchase Order is sent to you, for reference, when it is availableb. The Purchasing Department sends the PO direct to the vendorc. Grant related invoices must be sent to the Grants Officed. Inform the Grants office of any purchases and invoices received and forward them to the Grants Assistant for processinge. Inform Vendor to send invoices to the Grants Departmentf. The Grants office will submit invoice to Finance with an Accounts payable Coding Voucher8. Only if Necessary - In the absence of an invoice, the Grants Office will use a RVCC check request form and follow the same processa. Allowable expenses for budgeted items paid for by the grant personnel will be reimbursed through Personal Expense Voucher (PEV)9. Vendor Credit Memos - A document issued by a vendor to an organization to reduce the amount RVCC owes on a previously issued invoicea. It essentially acts as a negative invoicei. The credit memo may be retained on file and applied to upcoming invoicesfrom the same vendor that are related to the grant o This approach can decrease the amount payable by your organization on future invoices. Please ensure that any future purchases are permissible under the terms of the grantii. Refund: If RVCC has already remitted payment for the original invoice, a request for a refund can be submitted to the vendor for the amount specified in the credit memo o Any refunds received should be accurately recorded as a reduction in grant expenditures or as a credit to the grant fundsiii. Combination: A portion of the credit may be applied to offset a future purchase,with the remaining balance refunded to RVCCiv.
16Personal Expense Voucher (PEV)Personal Expense Vouchers are required for expenses related to activities conducted under the awarded grant. Ensuring accurate and comprehensive expense reporting facilitates appropriate reimbursement, compliance with grant regulations, and the financial accountability of the project. Please review these instructions thoroughly prior to completing the voucher.1. Original receipts and proof of payment must be submitteda. The employee signed PEV is required to be sent to the Grants Office forapproval and signed by the Grants Director2. Complete the required components of the PEV prior to submitting to include:a. Fund Numberb. Organizationc. Accountd. Program e. Activity Codes3. Required signatures for PEVa. Requester/Employeeb. Department Chair/ orDeanc. Director of Grants4. Required information to be included on PEVa. Nameb. G-Numberc. Second page of PEV form – It is required if you marked the field “Other” d. Purpose5. Once signed by all parties, it will be submitted to the Grants Specialist in Financea. The reimbursement will be sent directly to the person named on the PEV6. Completing the PEV Form a. Accurately enter all the information requested on the form, ensuring it matches the supporting documentation.7. Attach Supporting Documentationa. Staple or clip copies of original receipts or other relevant documents to the PEV8. Sign the form to certify that the information is accurate and complete9. Submit the PEV:a. Submit Original PEV to the Grants Department10. Please refer to the PEV example on the next page
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19How to Obtain New Vendor ApprovalBefore finalizing a purchase request, verify that the vendor is approved, provided they are not already registered with RVCC and are authorized to conduct business in the state of New Jersey. The purchasing department will subsequently authenticate their eligibility to conduct business in New Jersey. How to Obtain New Vendor Approval W-9 New vendors must provide a completed W-9 form which you will submit to the Grants Department or the Purchasing to create a vendor G# in BANNER to use for requisitions and invoices RVCC is Tax-Exempt1. Advise new vendors RVCC is exempt from NJ Sales & Use Tax and send them a copy of Tax-Exempt Certificate Form ST-5 (Dropbox ‘Forms’).New Jersey Business Registration Certificate (NJBRC)2. Out-of-state businesses must provide proof of registration to receive a contract or purchase order from any public agency in New Jersey, including State agencies, local governments, colleges/universities and local school boards. 3. New vendors must provide a New Jersey Business Registration Certificatea. Registration must be in the same name as the W9 and any subsequent quotesb. The vendor is responsible for obtaining information and fulfilling the requirements. 4. You may forward them the links below if they ask for more information 5. The process is understood to take several weeks 6. If a vendor asks about the benefits of obtaining a NJBRC, the benefit would be to be able to do business with any public institution in New Jersey https://www.state.nj.us/treasury/revenue/gettingregistered.shtmlhttps://www.state.nj.us/treasury/revenue/busregcert.shtmlPOSSIBLE EXCEPTIONS TO NJBRC REQUIREMENT 1. If total purchases to a vendor in a calendar year are not expected to exceed $5,400, it may be possible for Purchasing to approve a new vendor and provide a G# a. This is applicable in cases where a company provides a unique product that cannot be obtained elsewhere (software, for example) b. The W9 is always requiredc. It is necessary to contact Purchasing to make the request for an exception
20ConsultantsEngaging consultants with grant funding necessitate meticulous evaluation of various factors to guarantee adherence to grant regulations, optimal utilization of funds, and the selection of qualified individuals or firms.1. Decide on consultants based on the grant budget and complete an External Consultant Work Agreement (ECWA)a. The ECWA must be sent to the Grants Office for approval prior to completing the workb. Once the work is completed update the Grants Office to confirm a payment can be processed 2. The Grants Office will process the invoice and submit it to the Grants Specialist in FinanceTravel 1. Finalize who will travel and request they complete a Grant Travel Request formI. (Please Note) A separate form is used for travel funded by the Perkins GrantII. The link for the Grant Travel Request Form https://commons.raritanval.edu/adminint/Forms/Shared%20Documents/Faculty%20Travel%20Request%20Form%20Updated%202019.pdf2. GSA.gov per diem rates must be used to calculate air fare, hotel costs, and mileage reimbursement requests. This facilitates accuracy in dollar amounts requested for travel utilizing grant funds. I. www.gsa.govII. Rates vary on travel locationsIII. If mileage is included on a work day, then the employees must deduct their Normal Daily Commute from miles traveled that dayIV. If travel is from RVCC and back no mileage deduction is needed 3. To be reimbursed for travel expenses, submit a Personal Expense Voucher (PEV) together with receipts and proof of payment to the Grants Office
21IT SupportGrant-funded programs that utilize technology for operations, data management, communication, or security will necessitate a certain level of IT support. The specific type and extent of this support will vary based on the goals, activities, and technical requirements associated with the grant. Technical Support Deska. For technical support for desktop computers, classroom and lab technology, telephones, web, or SharePoint contacts:i. Off campus telephone number is 908-231-8811ii. On campus telephone extension is 7887 2. Complete and submit an on-line Technology Incident Report Form: https://commons.raritanval.edu/TechOneStopa. Email [email protected]. Regular Term Hoursa. West Building W206i. Mon - Fri 8AM-9PMii. Sat - 8:00AM-4:30PMb. Somerset S118i. 7AM-5PM4. Summer Hoursa. West Building W206i. Mon-Thurs 8AM-9PM and Fri 8AM-5PMb. Somerset S118i. Mon-Fri 8AM-5PM5. For new computer equipment or software, please call extension 78876. Tagging of IT Equipmenta. A Purchase Order (PO) is subsequently generatedb. The department head submits the PO number alongside an equipment request to the IT department for taggingc. The equipment request should be sent to the designated mailbox, with the Director of Grants or the Grants Assistant copied, at [email protected]. The IT department will then tag the equipment and input the information into the equipment management system
22Preparing Departmental Grant Funded FilesEffective record-keeping in the areas of personnel, procurement, and equipment (please refer to page 20 for the equipment protocol) constitutes a fundamental aspect of responsible departmental grant management. This practice will contribute to:1. Compliance: a. Adherence to all applicable grant regulations and organizational policies2. Accountability: a. Demonstrating that funds and assets were used appropriately and for their intended purpose3. Transparency: a. Providing a clear and auditable record of all grant-related activities4. Effective Management: a. Facilitating sound financial management, budget control, and asset utilizationAll grant documentation must be maintained in both electronic and physical formats1. Set up a separate folder electronically, and a folder or binder for hard copies2. The Notice of Grant Award (NOA) can be filed in the very back or front of the foldera. Set up an Excel spreadsheet to document grant revenue and expenses based on the award3. Upon request, the Finance Department can provide monthly BANNER reports of expensesa. The Office of Grants Management transfers the information to the Excel spreadsheet so expenses are tracked on a monthly basis4. Information and reports on programmatic activities must be submitted to the Grants Office to be stored in the grant filea. Electronic and hard copies of PAFs, PEVs, Purchase orders, Invoices, Check Requests, and Time & Effort reports, etc. are also kept in the grant file5. Periodic Review of Grant Expensesa. Grants meeting should be scheduled with the Grant Project Director, Grants Department, and Finance to review that the grant is on target and progressingThe inability to maintain accurate records in these domains may result in disallowed costs, audit findings, financial penalties, as well as harm to RVCC's reputation and its capacity to secure future grants.
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24Appendix AGrant TerminologyApplication: Form or electronic system used to apply for a Grant AwardNotice of Award (NOA): Electronic or paper notifying that the grant application was successful and will be fundedFund Allocations: Funds allocated to RVCC without Federal Grant Spending requirements(CWI Allocations provided to RVCC by NJCC) Employee vs Consultant: Consultant has expertise outside of the college function and will perform their scope of work according to deliverables and a set amount of compensationa. See US Department of Labor Employment Relationship under the Fair Labor Standards Act (FLSA) and contact Human Resources or the Grants Department for clarification of grant positionsCompetitive/Discretionary grant: Must be eligible to apply and must compete with other applications (example - NSF)Fringe benefits: additional compensation to employees including employer paid health benefits, social security (FICA), etc.a. Typically added to the budget, but are sometimes not allowed on a grant (see Matching Funds)b. Employer paid health benefits, social security (FICA), etc.c. We currently use 7.65% for FICA for part-time employees and 36% for full-time employees based on salaryFunding source: Grant Funding Agency that announced grant and will provide funds for successful applicationsGoals and Objectives: What does the grant plan to achieve? Grant Period: The date the grant starts and the end dateIndirect Cost Rate: Costs that are not direct expenses to the grant, but the negotiated rate can be attributed to most grant expensesa. Overhead item such as administration, facilities, etc. are included to determine therateb. RVCC currently has an indirect cost rate of 37.8% of modified total direct costs
25I. Excluding some expenses such as equipment, tuition remission, and participant supportMatching Funds (Also known as Cost Sharing or In-Kind support): This is a commitment from RVCC to match funds supplied from the granta. For instance, if the grant is $100,000 with 50% match required then RVCC will need to also contribute $50,000 to the grant projecti. For Example: A Department of Labor grant may require employers to contribute salary to interns or employees that are part of the grant projectb. Match Funds/Dollars also need to be documented for the grant filec. In-kind refers to the non-monetary resources contributed to a project, which can be assigned a cash value. i. In-Kind support can be used for RVCC facilities. ii. Review with the Grants Department if matching funds are requiredd. Match is a requirement by the funder that the grantee contributes a certain portion of the total project cost, which can be met through cash or in-kind contributions.Notice of Award (NOA): Announcement of an opportunity to apply for a grantNotice of Grant Opportunity (NGO): Announcement of an opportunity to apply for a grantProject beneficiaries: Who will benefit from the grant project? Reports: Periodic programmatic or financial reports required from the funding agencya. Which pillar does the grant help achieve?b. The RVCC Strategic Plan can be found on our website under General Information, Publications, and select Strategic PlanRVCC Strategic Plan Pillar: How does the grant tie into the direction of RVCC? (RVCC-Strategic-Plan-2022-25.pdf) a. Add section in order of processesb. Financial reports typically processed through finance and programmatic reports typically prepared by the grant project directorc. Make a note of due dates and prepare ahead of timeTime and Effort: Report required for grant employees that define the percentage of time or hours and activities performed on the grant TE
26Appendix BFraud Policy and Forms AppendixForms are available on RVCC Lion's Den EMPLOYEE - https://lionsden.raritanval.edu/ a. College Forms or in the back of the Grants ManualSupplantingThe primary issue with the replacement of grant funds is the potential for misuse of those resources, which compromises the essential principles that govern grants.What is Supplanting?1. Supplanting occurs when grant funds are used to replace existing state, local, or other nongrant funds that were already being used to pay for a particular service or activity. 2. In essence, the grant funds are not being used to add to existing services, but rather to replace the original funding sourceProblems with Supplanting:1. Violates Grant Intent: a. Most grants, especially those from government sources, are intended to supplement existing funds, not replace them b. They aim to enable grantees to expand services, initiate new projects, or enhance existing programs, not to free up their own funds2. Reduces Overall Funding: a. Supplanting doesn't increase the total amount of resources available for a program or service; it simply shifts the funding source o This means that the intended expansion or improvement of services may not occur 3. Potential Legal Ramifications: a. Supplanting is often illegal and can lead to serious consequences for the grantee, including:o Loss of current and future grant fundingo Requirement to repay the misused fundso Legal actionPeriodic Review of Grant Expenses (no forms)Sub-contractors and subrecipients should reference the Subrecipient Fraud Prevention Policyon page 25Subrecipient Fraud Policy - 221121-Subrecipient Fraud Policy.pdf
27Subrecipient Fraud Prevention PolicyDefinition of a SubrecipientA subrecipient is a non-Federal entity that receives a subaward from a pass-through entity to carry out part of a Federal award.Definition of FraudFraud is defined as the intentional, false representation or concealment of a material fact for the purpose of inducing another to act upon it to their injury.PolicyAn Executive Staff member, in conjunction with the particular grant writer, are responsible for the evaluation of each grant subrecipient’s risk for compliance with Federal statutes, regulations, and terms and conditions of the subaward. The College adheres to the specifics in the core monitoring guidelines according to the Uniform Grant Guidance. As the prime recipient, RVCC ultimately has responsibility for the subrecipient’s performance and compliance with Federal and State regulations and requirements.For Federal grants for which the College is the prime recipient, the College is responsible for monitoring subrecipients for proper grant administration. The College is responsible for the detection and prevention of fraud, misappropriations, and other irregularities. The College is responsible for informing the appropriate parties when subrecipients are not in compliance with Federal and State regulations and requirements.Responsible Administrator – Vice President for Finance and FacilitiesRevised and reaffirmed• November 14, 2022Communication – This policy is communicated to the College Community in the following documents:• New Grants Packet• College Website
28Forms AppendixThe following sample forms and templates are provided in this manual to assist with the grant management process:1. Personal Action Form (PAF) PAF2. Time and Effort Report TE3. Paid Professional Assignment (PPA) Form PPA4. Invoice Coding Voucher ICV5. Check Request Form CR6. Personal Expense Voucher (PEV) PEVPlease note that these are sample forms and may be subject to change. Always refer to RVCC’s Lion’s Den for the most current versions and any specific requirements for funding resources.Sample Resources for Finding Grant Opportunities1. Grants.gov: The central portal for finding and applying for federal grants2. National Science Foundation (NSF): A major source of funding for research in science and engineering3. National Institutes of Health (NIH): The primary federal agency for supporting biomedical and public health4. New Jersey Council of County Colleges (NJCCC): Distributes allocations of state operating aid to 18 Community Colleges5. New Jersey Department of Labor (NJDOL): Administers several of the most important programs in State government that affect the daily lives of those in the workforce6. New Jersey Department of Education (NJDOE): Supports schools, educators and districts to ensure all of New Jersey's 1.4 million students have equitable access to high quality education and achieve academic excellence7. New Jersey Department of Environmental Protection (NJDEP): Responsible for the stewardship of natural resources in New Jersey, and aims to preserve the ecological integrity of the state and maintain and transform places into healthy, sustainable communities
29ALL STATUS NOTICE OF PERSONNEL ACTION FORMEmployment Category (circle one)Adjunct — Credit Adjunct — Non-Credit Classified AdministrativeStudent Student- Work StudyPart-time Hourly Non-StudentEmployee cc l s Name:Employ cc'sPosition Number: (For Payroll Use Only)Requestor:Budget Code:Arurlllal Salary:Stipend Salary:Ilourly Rate:One Timc BonusStart Date: End Date:Start Date:End Date:Budgct Code:Job Status: (Check one)Change of Status: (Check all that appl_v) u Initial Appointment * Effective Date: Rate Change From ReappointmentGrade Change FromTitle Changc FromToD Transfer Temporary Status ChangeIs this person currently working in another position at the College? (Combined Max hrs worked NTE 15 Hrs/Wk or Hrs/'Calenda\" Year)Yes If Yes, PositionDepartment Hou rs/WeeI{No If No, has this person previously worked at the College within the past three (3) years? YesDescription of Job Responsibilities: A copy MUST be attached 10 this Notice of Personnel Action Form. (For ncu'ly createdjobs on/)')Approved by:(Deport\" cnf Head / Chairperson)C] promotion
30TIME AND EFFORT REPORT FORM
31Grant Name:Activity: Name:Signature:Supervisor SignatureDec Activity Jan ActivityPay Sch#Hours Worked From:Hours Worked To:Pay Date:Hours Description Hours Description 1 12/20/2021 1/2/2022 1/7/20221 2 1/3/2022 1/16/2022 1/21/20222 3 1/17/2022 1/30/2022 2/4/20223 4 1/31/2022 2/13/2022 2/18/20224 5 2/14/2022 2/27/2022 3/4/20225 6 2/28/2022 3/13/2022 3/18/20226 7 3/14/2022 3/27/2022 4/1/20227 8 3/28/2022 4/10/2022 4/15/20228 9 4/11/2022 4/24/2022 4/29/20229 10 4/25/2022 5/8/2022 5/13/202210 11 5/9/2022 5/22/2022 5/26/202211 12 5/23/2022 6/5/2022 6/10/202212 13 6/6/2022 6/19/2022 6/24/202213 14 6/20/2022 7/3/2022 7/8/202214 15 7/4/2022 7/17/2022 7/22/202215 16 7/18/2022 7/31/2022 8/5/202216 17 8/1/2022 8/14/2022 8/19/202217 18 8/15/2022 8/28/2022 9/2/202218 19 8/29/2022 9/11/2022 9/16/202219 20 9/12/2022 9/25/2022 9/30/202220 21 9/26/2022 10/9/2022 10/14/202221 22 10/10/2022 10/23/2022 10/28/202222 23 10/24/2022 11/6/2022 11/10/202223 24 11/7/2022 11/20/2022 11/23/202224 25 11/21/2022 12/4/2022 12/9/202225 26 12/5/2022 12/18/2022 12/22/202226 1 12/19/2022 1/1/2023 1/6/20232728293031 Diff0 0 0 0READ CAREFULLY - Please post hours based on Pay Date: January hours to be posted on the January T&E include BI-1 from 12/20/21 to 1/2/22 and BI-2 from 1/3/22 to 1/16/22 because they are paid in January. BI-3 payroll from 1/17 to 1/30 is included on the February T&E because it is paid on 2/4/22. 2022 Payroll scheduleFY 22 Monthly Time and Effort Report- Part TimeJanuaryNOTE: Enter Grant Name, Activity, and Person Name in Jan and will populate in the rest of the months
Paid Professional Assignment (PPA) Request Form Date: _________________Name: _______________________________________ Department: __________________________________ Title of PPA Activity: ___________________________________________________________________Dates (or Semesters) of Activity: _________________________________________________________A. Description of Activity and Expected Outcomes: B. Type and Cost of PPA Requested Grant Funded -- Grant budget code: ______________________________________________________ On Contract (release time from teaching) Equated Pay Hours (credit hour compensation)__________________________________________ Overload PPA Pay Hours (credit hour compensation) _____________________________________________PPA Salary Other ________________________________________________________________________C. Commitments and Approvals Faculty Member: _______________________________________________________ Date: ___________ Department Chair: ______________________________________________________ Date: ___________ Project Manager (if applicable):____________________________________________ Date: __________ Senior VP for Academic Affairs: ___________________________________________Date: ___________ Request Approved Request Denied Note: Deadlines for submission of PPA requests to the Senior Vice President’s office are as follows: Fall Semester: August 1 Spring Semester: October 31 Summer Session: May 1Release Time/Clock Hour Equivalents Normal Teaching Load Clock Hours 15 Credits 35 Hours/Week 3 Credits 7 Hours/Week 1 Credit 2.3 Hours/Week
ACCOUNTS PAYABLE INVOICE CODING VOUCHER FINAL Budget Manager Date Purchase Order # reference (if applicable): PAYMENT? Y NResponsible VP/Dean (req'd over $1,000) Date* Activity code required for all Minor Capital (please look up), Middle States (MIDST) and RVCC @ Bridgewater (RVCB) items only. TOTAL $ .VP Finance & Facilities (req'd over $2,000) DateFOR FINANCE DEPARTMENT USE ONLY:DOC. #:CHECK #:ENTRY DATE:Commerce Bank UPLOAD DATE: revised 8/20/10PAY BY CREDIT CARDCHECK DATE: _________________VENDOR #: G__ __ __ __ __ __ __ __A STATEMENT DATE: _________________----------------------------------------------------------------------------------------------------------------------------------------------------------ACTIVITY * AMOUNT AUTHORIZED SIGNATURES- - - $ .- - - $ .Budget Manager Date- - - $ .Budget Manager DateCHARGE TO THE FOLLOWING SYSTEM CODES/ACCOUNTS:FUND ORGN. ACCT. PRG.ENTERED BY:VIS
BANNER Expense CodesChart of AccountsR 5010 Administrative SalariesR 5015 Educational Advancement BonusR 5020 Vacation PayR 5030 Sick PayR 5040 SabbaticalsR 5110 ProfessorR 5120 Associate ProfessorR 5130 Assistant ProfessorR 5140 InstructorR 5145 Faculty StipendsR 5146 Adjunct Faculty StipendsR 5150 Overload SalariesR 5160 Adjunct SalariesR 5165 Faculty AdvisingR 5170 Teaching AssistantR 5310 Classified Staff SalariesR 5320 Attendance IncentiveR 5340 Technical Support PersonnelR 5410 Student HelpR 5415 Student InternsR 5420 TutorsR 5425 Student Research StipendR 5430 College Work Study WagesR 5440 Part-Time/OvertimeR 5450 Technical Support Part-TimeR 5460 Front of House PersonnelR 5467 OvertimeR 5470 OvertimeR 5480 Clinical PreceptorsR 5510 Social SecurityR 5514 CA Employer taxesR 5515 PERSR 5516 VALIC - RetirementR 5517 MetLife - RetirementR 5518 Travelers - RetirementR 5519 Lincoln Life - RetirementR 5520 TIAA-CREFF RetirementR 5521 Aetna - RetirementR 5522 DCRP
R 5525 Unemployment InsuranceR 5527 Group Term LifeR 5528 DCRP-ER Group Life InsuranceR 5529 DCRP-ER Long Term DisabilityR 5530 Workers CompensationR 5535 DisabilityR 5540 MedicalR 5541 HRA-Full benefitsR 5545 DentalR 5546 HRA-Limited benefitsR 5547 Horizon High Ded. HSAR 5550 PhysicalsR 5555 Graduate EducationR 5560 Undergraduate EducationR 5565 Faculty/Staff DevelopmentR 5570 Employee ProgramsR 5575 In-Service TrainingR 5580 Child Care SubsidyR 5585 Housing AllowanceR 5586 Travel AllowanceR 5587 Car AllowanceR 5590 Youth Program BenefitR 5594 FHRA-Admin FeesR 5595 FSA-Admin FeeR 5596 Transportation-Admin FeeR 5905 Learning Assistance for DisabledR 5910 Independent Labor/HonoriaR 6010 Consultant/Professional ServicesR 6020 Contracted ServicesR 6030 Service ContractsR 6040 Library AutomationR 6050 Data ProcessingR 6070 Bank Service FeesR 6080 Advertising & PromotionR 6090 EvaluationsR 6110 SuppliesR 6111 Science Lab SuppliesR 6112 Classroom SuppliesR 6115 UniformsR 6120 Central StoresR 6130 DiplomasR 6135 Film & Video RentalsR 6140 SubscriptionsR 6145 Online SubscriptionsR 6202 TelephoneR 6210 PostageR 6212 Mailing ServicesR 6220 Xerox/Printing
R 6221 Xerox/Printing ChargebacksR 6230 License AcquisitionR 6235 PublicationsR 6255 MicrofilmingR 6260 BindingR 6301 Conferences & Meetings-In StateR 6302Conferences & Meetings-Out of StateR 6303 TrainingR 6305 TransportationR 6306 Rewards & RecognitionR 6310 RetreatR 6311 Search CostsR 6315 Sponsored Trips & EventsR 6320 Dinners/Luncheons/BanquetsR 6321 Nurses Pinning CeremonyR 6335 Meal AllowanceR 6355 RecruitingR 6365 DuesR 6370 TournamentsR 6410 ScholarshipsR 6420 StipendsR 6430 Direct Student AidR 6440 TuitionR 6441 RenewalsR 6445 FeesR 6450 Books EOFR 6455 Book reimbursementR 6505 Power & LightR 6510 ClimateR 6515 WaterR 6520 SewerR 6525 Waste CollectionR 6526 Hazardous Waste CollectionR 6530 RecyclingR 6535 Natural GasR 6536 Utility Incentive PaymentsR 6540 Grounds MaintenanceR 6545 Building RepairsR 6550 Right to KnowR 6555 Repairs to PlantR 6560 Car MaintenanceR 6565 Vehicle Fuel/GasolineR 6570 Rent ExpenseR 6575 Permit FeesR 6610 General InsuranceR 6615 General Insurance-settlementsR 6705 Student Orientation
R 6706 Faculty OrientationR 6707 ArticulationR 6710 RetentionR 6715 AccreditationR 6720 Program DevelopmentR 6721 AdultR 6722 YouthR 6723 DislocatedR 6724 Support ServicesR 6725 Instructional MaterialsR 6726 Literacy Lab SuppliesR 6727 Literacy PowerPathR 6730 Transfer/Career DayR 6731 Career SelectionR 6740 TestingR 6755 Academic Program ReviewR 6760 AssessmentR 6765 Student IntramuralsR 6770 Student DanceR 6775 Theater ProductionsR 6776 Musical ProductionsR 6777 Orchestra CJSOR 6778 ChorusR 6780 Student Club fundraising expenseR 6790 Debt ServiceR 6794 ELF PrincipleR 6795 ELF Admin & Trust FeesR 6796 Interest ExpenseR 6797 Expense ChargebacksR 6798 Other MiscellaneousR 6799 Indirect ExpensesR 6910 Cost of Goods SoldR 7000 New EquipmentR 7010 New EquipmentR 7015 Office Furniture & FixturesR 7020 Library BooksR 7021 Reference BooksR 7025 Library eBooksR 7030 Music ScoresR 7100 Replacement EquipmentR 7210 Equipment Maintenance & RepairR 7211 Micro Computer RepairR 7225 Equipment RentalR 7230 Equipment LeaseR 8010 Plant ExpendituresR 8020 Depr exp – bldgs. /site develR 8030 Depr exp - equipmentR 8040 Depr exp - library books
R 9001 Expenditure Transfers R 9100 Fund Additions R 9110 Auxiliary P/L R 9600 Fund Deductions R 9610 Refund to Grantor