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Sponsored Programs Procedures

Approved by: Bruce Blanding

Original Date Effective: 2010-06-22

In order to remain compliant with Federal and State laws as well as internal policies and regulations, the following procedures should be followed when preparing, accepting, signing and executing sponsored agreements.

Contracts and Grants Development

  1. Notify your respective supervisor, vice president and Sponsored Programs Officer of your intent to seek external funding.
  2. Submit Proposal Concept Approval form for signatures.
  3. Schedule a meeting with the Sponsored Programs Officer to discuss areas of the proposal including but not limited to the following issues and concerns:
    1. Project Manager/Principal Investigator
    2. Budgets
    3. Compliance
    4. Conflict of Interest
    5. Financial potential
    6. Subcontracts/ Partnership Agreements
    7. Background (expertise in area)
    8. F&A cost
    9. Match/leveraging requirement
  4. Begin drafting the proposal, budget and budget narrative. The Sponsored Programs Officer will assist in developing all budget items.
  5. When completing a proposal budget and narrative, if a standard form is not provided by the sponsoring agency contact the Sponsored Programs Officer for JSCC forms.
  6. Submit a fully drafted copy of the proposal to your supervisor, Dean, VP for your area and the Sponsored Programs Officer. Edit the proposal based on written recommendations, if necessary. If changes are not needed prepare originals for internal signatures of approval.
  7. Distribute a copy of the signed proposal to the Department Chair, Dean, VP of your area, and SPO.

Acceptance and Post Award

  1. Upon notification and receipt of the award the Principal Investigator (Pl)/Project Manager should review the timeline and scope/statement of work, to see if changes are necessary, due to new or developing circumstances that will affect the level of JSCC commitment, time commitment of the Pl or Manager, outcomes and products submitted in the proposal.
  2. The Pl shall notify and submit copies of any and all award letters and attachments to the SPO. The SPO will forward the all documents to the President for an official review and/or signature of acceptance.
  3. The Project Director/Principal Investigator must provide the following information to the Sponsored Programs Officer prior to assignment of an account number:
    1. A list of due dates for all billing on the award/contract.
    2. A billing address for the award/contract.
    3. The name, address and telephone number of a contact person for inquiries pertaining to fiscal/program matters on the award/contact.
    4. The date for final billing and special closeout requirements, if any
    5. Identification of the source of funds (e.g., private, state, federal)
    6. The CFDA number for any federal funds awarded and contract/grant number
    7. Special Terms and Conditions that will govern the award
  4. Upon receipt of the above information the SPO will request restricted accounts be created by the Director of Business Services. If cost sharing or leveraging is required in the agreement a separate unrestricted account will be created.
  5. The Pl/Manager and SPO will prepare and submit account set-up forms to the respective departments (i.e. HR, Budget, Business Service, etc).
  6. The Project Manager/Pl and Sponsored Programs Officer must approve all grant expenditures; P.O's, invoices; check requisitions, and other instruments of payment before payments are made.
  7. Program reports should be prepared in accordance with the sponsors guideline and forms. The reports should be approved by the respective Dean/Department Head. A copy of all reports should be sent to the Sponsored Programs Officer.
  8. Quarterly progress reports/updates to the sponsor may come from the department; however, all invoices and financial reports should be prepared by Business Services in accordance with the sponsors guideline and forms. A copy of all reports should be sent to the Sponsored Programs Officer.

Closeout and Audit

  1. Project Directors/Principal Investigators should begin the closeout process three months before the end date of the award. This includes placing last minute requisitions for P.O's and printing, closing existing P.O's, submitting outstanding check requisitions and other items, reviewing inventory and grant account(s), and preparing the final program report.
  2. The final and closeout financial reports will be submitted by Business Services.
  3. Audits, whether internal or external, will be done in cooperation with the Project Director/Principal Investigator and the Sponsored Programs Officer.

The Official signature for proposals, grants and contracts approval is that of the President or his designee.