ball state university education redefined contracts and grants office sheila sue shafer - grant...
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Ball State UniversityEducation Redefined
Contracts and Grants Office
Sheila Sue Shafer - Grant Compliance AnalystResearch House – North Side
Phone: [email protected]
Ball State UniversityEducation Redefined
Once a proposal is approved, CGO will:• Review the terms of the agreement
• If necessary, negotiate the terms of the award to comply with University policy
• Accept the award and request signature from one of three University signatories
Proposal Approved, Now What?
Ball State UniversityEducation Redefined
The three authorized financial signatories for the University are:
– Paul Ferguson, President– Leisa I. Julian, Associate Vice President for
Business and Auxiliary Services– Bernard Hannon, Associate Vice President for
Business Affairs and Assistant Treasurer
Approval for Signature
Ball State UniversityEducation Redefined
Financial Administration, including:• Request Fund Codes in Banner System
• Provide internal approvals for all charges on the grant, including EPAFs, travel, supplies, and more
• Provide PI with balance updates and notifications of an approaching end date
• Prepare invoices and financial reports
Role of Grant Specialists
Ball State UniversityEducation Redefined
Non-Financial Administration, including:
• Serve as the liaison with the sponsor for changes and required approvals
• Follow requirements of sub-awards, independent contractor, and consultant agreements
• Resolution of problems during the project
• Track technical reports
• Prepare audit reports
Role of Grant Specialists
Ball State UniversityEducation Redefined
• Record Maintenance for Audit Purposes:– CGO retains all financial records– Project Director retains all technical records
• Records are to be maintained for 3 – 5 years after the end of a project
Working with CGO Accounts
Ball State UniversityEducation Redefined
• BSU undergoes an annual audit by the Indiana State Board of Accounts
• The University is subject to audits by federal agencies, the state, non-profit organizations, and other sponsors
Financial Records are Audited
Ball State UniversityEducation Redefined
• Required annual certification of the percentage of effort spent on a sponsored project
• Module for this is in Self-Service Banner (SSB)
Time and Effort Certification
Ball State UniversityEducation Redefined
Questions?