Post-Award

Getting Set Up
- Award Implementation and Management (AIM) Meeting
- Planning: The Quarterly Expenditure Forecast

Getting Set Up

Award Implementation and Management (AIM) Meeting

Immediately upon acceptance of an award by TCNJ, OAGSR will contact the Principal Investigator (PI) to set up a date for an Award Implementation and Management (AIM) Meeting. The meeting is designed to review PI responsibilities associated with carrying out the grant project, and College resources available to support the PI. The PI will meet with staff from OAGSR who will assistr in the various aspects of award management, including planning and program implementation, establishing and managing the grant account, hiring, procuring products and services, and reporting.

The PI should bring to the AIM Meeting the completed Quarterly Expenditure Forecast, the PeopleSoft Chartfield numbers for any cost share committed to the project, and other pertinent documents. The PI may also invite key personnel who will be instrumental in the administrative and financial aspects of the grant.

Planning: The Quarterly Expenditure Forecast

Estimates of expenditure forecasts by quarter are used to assist PIs to expend grant funds in a timely manner, comply with the terms of the award, and ensure that all funds are utilized before the project ends. The PI completes the Estimate of Expenditures by Quarter Form before coming to the AIM meeting. This form will be reviewed quarterly against the web reports. Any significant variances will be discussed with the PI so that appropriate adjustments can be made.

In completing the form, provide amounts expected to be expended in a given quarter for each general account category. A new Expenditure Projection Form needs to be completed for each new year of the project.

Account Set Up/Web Access

The grant budget is usually finalized and confirmed at the AIM meeting. Upon receipt of all of the necessary account information, the Grant Administrator will set up the grant account on PeopleSoft. Once the grant account is established, the PI can check the status of the account and monitor expenditures at any time by accessing the Web Report.

Instructions for Accessing Web Reports

Launch Netscape (MS Internet Explorer may not work)
Navigate to the TCNJ Budget and Finance Website
Click on the link for "Financial Web Reports" on left hand side of Web page
Login
Next page will be titled FINANCIAL REPORTS, REPORT MENU
To the right of Select a Report from the List select:
For grants accounts, Grants Budget Status Report, or
For Enterprises, Budget Status Detail Report
Click submit
Go to the drop down arrow ( Ñ ) to the right of BLANK on the PROJECT/GRANT row, select project/grant
Go to BUDGET_PERIOD row, select the budget year
Go to OUTPUT FORMAT row, select View or Print Format
Click submit

Hiring Procedures

Hiring Employees

Authorization for Employment

To hire an employee on a grant, begin by completing the Authorization for Employment Form and submit it to the OAGSR along with all supporting documentation. Once it is approved in OAGSR the form is forwarded to Human Resources (HR) for processing. HR will generate the offer letter to the employee.

New Employee Search Authorization

For grant positions that need to be searched, the Authorization to Begin Search for New Employee Form must be completed first, and submitted to the Grants Administrator in OAGSR. After approving the position, OAGSR will forward the form to the PI who will then contact Human Resources and follow normal college hiring procedures, including advertising, screening, and interviewing of candidates. Contact the Office of Human Resources (HR) at x2622 for specific instructions.

Once the candidate has been selected, the Authorization for Employment Form can then be completed and the procedures described in the Authorization for Employment section above are then followed.

Hiring Consultants

Complete the ICR Form and submit it, along with the consultant's vitae, Consultant Contract , W-9, and if $2,500 or over a business registration certificate to OAGSR for approval. The PI will complete the and submit all forms to OAGSR for signature, after HR and OAGSR approves, Budget and Finance to encumber the funds and assign a PO number.

After work has been completed, the consultant will need to submit an invoice to the PI. The PI completes : (a) accounts payable check request form (b) if last invoice, the Consultant Evaluation Form . Please note: An invoice from the consultant must be attached to the accounts payable check request form and be signed by the PI confirming that it is approved for payment.

Purchasing Procedures

Purchasing products or services for grants follow regular College procurement procedures. Grants purchasing procedures are reviewed with each PI at the AIM meeting and outlined on the Budget and Finance website:

http://www.tcnj.edu/~budfin/NewPurchasingGuidelines.html

Purchasing Equipment

Many items, especially computer-related equipment and office supplies, are purchased through a previously negotiated contractual arrangement with certain vendors.

Some computer-related equipment can be purchased on state contract, but all computer-related equipment must be discussed with Jeff Philburn. All PCs, Printers, PDAs, etc., and anything that will be on the network needs to be discussed with Jeff Philburn, x2660, philburn@tcnj.edu to determine support and compatibility.

Reporting

Careful, thorough reporting of grant activity is an essential component of grant management. It documents the accomplishments of the project; it assures responsible stewardship of external funds; and it highlights the impact the project has had. The College requires the Sponsored Programs Outcomes (SPO) report annually. External sponsors require two types of reporting: programmatic or technical reports and financial reports.

TCNJ Requirements (SPO)

The PI completes the Sponsored Programs Outcomes (SPO) report for each year of a grant project. It is due within 30 days after the end of the budget period.

SPO is accessed online through ERSPA (Electronic Research and Sponsored Programs Assistant).

Go to http://www.tcnj.edu/~dadt/grants/ (We recommend using Internet Explorer.)
Log in using your UNIX username and password.
Go to "SPO" about midway down on the main menu, under Post Award Options.
This will bring you to an easy-to-complete interactive form. The entire report can be completed and submitted to OAGSR online.

Funding Agency Requirements

Funding agency reporting requirements are normally included in the award document and are confirmed at the AIM meeting. Financial reports are completed by OAGSR and reviewed by the PI. Technical/programmatic reports are completed and submitted by the PI, with an electronic or a paper copy sent to OAGSR. OAGSR will assist in mailing reports received at least five days before the due date.