Community Campus Delegation 501: Grants & Contracts Administration

Purpose

To set forth the delegated authority for the administration of Grants & Contracts.  

References

Board of Regents Policy & Regulations 10.07.00
OMB Circular A-21, Cost Principles for Educational Institutions
OMB Circular A-110, Uniform Administrative Requirements for Grants and Other Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations
OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations
Federal Acquisition Regulations
Grants & Contracts Manual (in preparation)
UAA Resources for Researchers, for proposal instructions and forms
Statewide Accounting Manual Procedures G-10 and G-14

Definitions

Facilities and Administrative Costs: Indirect costs that are allocated to a sponsored project based on a negotiated rate.

Policy

Delegation Authority
Proposal/Award Approval The Directors/President have authority for the proposal and acceptance of grants and contracts up to the delegated maximum of $50,000. The maximum authority applies on a per grant basis. The authority cannot be redelegated. All grants exceeding the delegated maximum require the approval of the Vice Provost for Research or designee.
The Directors/President may waive facilities and administrative costs at rates lower than the University’s Negotiated Rates if the agency has a published restriction and the amount of the proposal is $50,000 or less. All other grants containing a proposed rate of less than the U of A negotiated rates, for either training or research, must have prior approval of the Vice Provost for Research or designee. A Facilities and Administrative Costs Waiver Request Form must be used for this purpose.
Grant Budget Entry All restricted fund budget entry must be done by UAA Grants and Contracts. This includes setting up the initial budget, and closing out remaining budget at the termination of the grant.
Budget adjustments require review and approval of the Manager of Grants and Contracts. Budget adjustment, grant code maintenance, and fund code maintenance forms must be submitted to the Grants and Contracts office for entry in Banner Finance.
Delegation Criteria Adherence to policies, regulations, and requirements including the following:

1. Existence of an internal process for assuring that grant proposals contain the necessary budget detail to comply with grantor and university requirements (an Internal Processing Form and Instructions are available at the OSP website).
2. Internal Processing Forms must be prepared for all proposals whether approved at the Directors/President level or Anchorage Campus level (required so that the Office Sponsored Research can track all proposals in the Banner Proposal System).
3. Existence of documentation corroborating the restricted fund classification in conformance with criteria listed in the Statewide Accounting Manual Procedure G-10. A process ensuring that the appropriate documentation is obtained.
4. Existence of an appropriate contractual forms (Reimbursable Services Agreements are required for all grants from State of Alaska agencies).
5. Existence of accounting controls on restricted fund budget authority (998000 funds) draw downs.
6. Knowledge of and adherence to the referenced policies.
7. Knowledge of the Banner system and grant close out requirements as they relate to restricted accounts.
8. Implementation of internal budget check lists and reviews by appropriate staff.

Before a grant or contract is signed, the terms and conditions must be thoroughly reviewed to assure that adverse legal and contractual obligations are not accepted by the university. The framework for the grant or contract is usually established in the proposal. It is important for the principal investigator, or grant proposal writer, to consult with Grants and Contracts on the budget narrative and risk management considerations. Cost sharing or matching (cash or in-kind) requirements are technical matters that also require the review of the Grants and Contracts Office.
Applicability All community campuses have the limited delegation authority for grants and contracts expressed in this policy unless special limits or requirements are set by the Vice Chancellor for Administration.

Effective: 10/25/2005