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College Administration

Grant Development Procedures Post-Funding Procedures Grant Management Procedures

Grant Management

Once a project is funded and a grant AIS number is assigned, the project moves into grant management. The following procedures describe the management process.

ALLOWABLE COSTS


A cost is allowable to a particular cost objective (i.e. a specific function, project, sponsored agreement, department, or the like) if the goods or services involved are chargeable or assignable to such cost objective in accordance with relative benefits received or other equitable relationship. Subject to the foregoing, a cost is allocable to a sponsored agreement if
  • it is incurred solely to advance the work under the sponsored agreement;
  • it benefits both the sponsored agreement and other work of the institution, in proportions that can be approximated through use of reasonable methods, or
  • it is necessary to the overall operation of the institution and, in light of the principles, is deemed to be assignable in part to sponsored projects. Where the purchase of equipment or other capital items is specifically authorized under a sponsored agreement, the amounts thus authorized for such purchases are assignable to the sponsored agreement regardless of the use that may subsequently be made of the equipment or other capital items involved.

EXPENDITURES MUST BE IN ACCORDANCE WITH GRANT & STATE REGULATIONS


While grant funding offers some spending flexibility, expenditures must be according to grant regulations and state regulations.

The grant accountant is responsible to verify that an expenditure request relates to the guidelines of the grantor; therefore, documents received in human resources, payroll, purchasing, and accounting must have her signature/initials of approval before processing.

If grant-funded paperwork is submitted with details showing how the expenditure is directly related to specific objectives funded in the grant proposal, the grant accountant can easily identify and approve the expenditure document.

When an expenditure varies from specific objectives stated in the funded grant proposal, it is suggested that the budget category is identified on the source document to provide the grant accountant with clarity about how the expenditure relates to the grant goals.

Avoid reimbursements to grant staff, if at all possible. If time constraints or other causes make such reimbursement essential, the grant accountant should give prior approval.

SPONSORS' VISITS TO THE COLLEGE


Often, grant sponsors will want to visit the projects they have funded. TCC always welcomes such visits. While all such visits are arranged by the grant project director, a few suggestions may prove helpful:

  • Always appear eager to show off the project. If the time suggested by the sponsor simply cannot be made to work, suggest a choice of alternate times. Offer to make hotel reservations, provide maps, etc.
  • If the project to be visited is a large or complex one, some sort of organized "show and tell" is a good idea. Project participants can be brought together in one of the conference rooms to talk about their participation and what they have gained from the project. Alternatively, a sponsor can be asked to visit at the time of a planned event -- for example, the annual dinner celebrated by Upward Bound. Such events should be carefully planned with an eye to showing the sponsor what the project is really about.
  • Think carefully about who at the college should meet the funding representative. The president can't be at every such gathering, but some grants are important enough so that she will want to be involved. If she can't be, consider asking the appropriate dean or provost. Brief them thoroughly on the project ahead of time.(If the president is planning to come, ask her assistant for one of the briefing sheets she expects to be completed before every such event.) Always try to include students, if there are students who have directly benefitted from the project. Think diversity when assembling student participants.
  • If possible, show off the best the college has, even if it is not directly involved with the project. Possible things for a visitor to see include any of the college productions (Shakespeare in the Grove, etc.) if one happens to be scheduled, the Visual Arts Center (including any exhibits that happen to be up) , the TCC Roper Center for the Performing Arts, the Higher Ed Center at the VB Campus, etc. The Grants Office can help you with ideas.
  • Show off the entire community. Meet the person at the airport and give some thought about the route to the hotel. Think about those things in the area that would be of interest to this particular sponsor.
  • Be sure the Grants Office is aware of the visit. Sometimes visiting sponsors make strange requests, and the Grants Office can help with these.

STIPEND FOR STUDENTS & PER DIEM FOR STUDENT TRAVEL


Individuals responsible for providing stipends to students & paying travel expense for meals, etc, for students should contact the chief accountant.

BULK MAILINGS


The director of any grant project involving a bulk mailing should contact Sarah Swager, Information Center, well in advance of the time the mailing is needed.

GRANT-FUNDED TRAVEL


Budget & Pre-Approval Form

The budget & pre-approval form (previous travel request form) for grant-funded travel should be properly completed. The signatures of the traveler and the grant project director, and (if travel will mean work time away from the college) the traveler's supervisor. Once completing the travel information and obtaining the required signatures, it should be sent directly to the Grants Office for further processing. .

The paperwork will be promptly routed for final approval and as necessary for payment of registration and/or obtaining a PO number for airline reservations. The timely routing for finalizing the paperwork will be completed and the grant project staff will be notified of the routing status! A copy will be faxed to project staff so that airline arrangements may be made with CI travel agency.

Steps for processing requests are as follows:

  • "Original" travel request (w/ attached registration form if necessary) is forwarded directly to the grant management assistant, Grants Office, Manning Building, District Office-Portsmouth.
  • The paperwork is logged in and submitted immediately to the grant accountant for approving available funds and determining the travel as an allowable expenditure under grant funding.

  • All conferences must be pre-approved by the Dean of Finance; therefore,.upon approval of the grant accountant, it will be routed immediately to the Dean for signature.
  • After receiving appropriate signatures of approval, the grant management assistant will request the assignment of a PO# from Purchasing Department if air travel is the choice.
  • The copy of the approved budget and pre-approval form bearing the assigned PO number will be faxed to the responsible person making airline reservations. Airline arrangements are made through CI Travel Agent: Suzanne Toone Phone: 461-0022 - Fax: 892-3800.
  • If registration fees are involved, please observe the due date for payment to be received by the vendor. Accounting requires 15 working days turnaround time for check to be cut and received by the vendor.
  • If registration payment is required, the grant management assistant will submit the "approved" original travel request with registration form to Accounting for payment of fees. Note: The grant project staff must handle contacting the vendor to hold the traveler's attendance to a conference!
  • If time does not allow 15 working days, traveler must decide to either put the registration on his/her credit card and request reimbursement OR submit a Purchase Order Request to cover registration fees when traveler has confirmed that conference vendor will accept a PO #).
  • Grant-funded travel reimbursements should be sent directly to Accounting department, District Office Norfolk, for processing.
  • Please don't hesitate to call with any questions! It is easier to clear up issues before processing the paperwork rather than try and correct them after-the-fact.

TEAM TRAINING SESSIONS


The grant team will hold introduction and training sessions for all grant developers, prospective grant developers, grant recipients and support staff once each academic semester for the purpose of familiarizing grant participants with grant departmental team representatives.

Such training familiarizes grant participants to the college processes in areas which are often problematic for teaching faculty, campus administrators, and grant personnel (who are directly or indirectly related with the development or management stage of the grants process) by addressing the more significant grant-related issues early before the effort is made, avoiding unexpected rebounds.

SIGNATURES ON VARIOUS PAYROLL DOCUMENTS


According to the policies of most grant sponsors and according to TCC grant procedures, the project director is responsible both for fulfilling the objectives of the project and for using grant funds in the appropriate ways.

All of us need to remember that the grant project director's signature must be on every funding document before the grant accountant approves it, assuring that the funds are available. If there is an emergency and someone else is designated to sign, the signee should indicate awareness of the emergency nature of the request and that the person signing is the appropriate one to act in that emergency.

It is not appropriate for supervisors to sign these documents for the project directors, except in the emergency cases described.

ROLE OF THE PROJECT DIRECTOR


The project director is responsible for carrying out the project as described in the proposal and for accomplishing its objectives. He or she is also responsible for following all applicable federal or state regulations, as well as college policies and procedures. This is a significant responsibility; sponsors provide money to the college in order to accomplish certain goals, shared by the college and the sponsor. Most sponsors' regulations allow provisions for small changes without agency approval. Major changes -- such as a change in key personnel, objectives, significant shifts in scheduling or a major deviation in the way funds are used -- require prior written approval from the sponsor. The grant accountant can provide guidance for budget changes that are considered significant.

The project director ordinarily is the only person who should be in contact with the sponsor and/or its staff. Because the college receives continuous funding from most of the sponsors, it is important that a harmonious relationship is established with sponsors. Project directors should not delegate this responsibility to their support staff. Occasionally it will be appropriate for the grant accountant or a member of the Grant Office staff to contact a sponsor. When this is the case, the project director will be notified that such contact is made.

Most grant funded projects are highly visible to the college communities -- both internal and external. It is important, therefore, that project directors assure that all such contacts enhance the college's image as a national model community college for the 21st century. Many grant-funded activities are newsworthy, and project director's should work with the appropriate Institutional Advancement staff to assure that they are well covered. The IA office can also provide some help with planning of grant-related events. All grant-funded publications (including such things as invitations mailed to the public) must be approved through the Office of Institutional Advancement.

All project directors report to their ordinary supervisors, unless a specific line of responsibility has been assigned, as is common for people hired to lead collegewide projects. Supervisors should be informed of grant progress. (Supervisors cannot, however, except with pre-approval in the case of an emergency, sign grant-related documents.)

KEEPING TRACK OF MONEY & MONITORING THE GRANT ACCOUNT


  • It is the responsibility of the staff of the grant project to log and monitor ALL expenditures. The grant project office should keep spreadsheets for any expenditure document (grant-funded or as a match) submitted to the administrative offices.
  • Reviewing the Administrative Information System (AIS) screens frequently will assist project staff in managing a successful grant. Someone on every grant staff must be familiar with AIS and must access the grant account to determine the status of all payments.

The AIS general ledger is very useful in monitoring progress of a vendor purchase. Purchase price quotes vary sometimes with shipping and discounts. Since grant dollars must be spent, it is especially important to review AIS CLOSELY three to four months prior to the grant project end, so that grant payments will be timely and according to the grant regulations and account discrepancies can be identified and cleared before project end.

  • The grant management assistant can help with account questions and identifying AIS entries, handling account discrepancies and explain conditions affecting the available balance. Part-time payroll has delayed AIS entries and travel does not show to the system until final travel reimbursement payment to the individual.

When requesting, modifying, or terminating access to AIS, the college financial information system, please complete appropriate security forms. They are required for audit purposes to ensure users are authorized to access financial data and what access level. For more detailed information please visit the Financial Information Systems Security Web Page: https://insidetcc.tcc.edu/finance/fs_FinInfoSys_security.html.

TRACKING GRANT PURCHASES BY REVIEWING AIS GENERAL LEDGER


All grant project directors or assigned project staff should review the AIS general ledger monthly to monitor progress of grant purchases. This is especially important when preparing to expend all available funds by the cutoff date as the grant project year end approaches.

To view outstanding purchase orders, use AIS general ledger "Open Commitments by Account," which displays the status of all purchase orders and other encumbrances for the selected account. All vendor amounts showing under the last column "Current" on the AIS general ledger remain outstanding -- either waiting for receipt of the ordered material, receiving report (partial or complete), vendor invoice, or processing for payment and data entry to the system.

The purchase requestor should follow-up with the appropriate administrative department within a reasonable time period after submitting a purchase request. The Purchasing Department finalizes a purchase request when the receiving report has been signed off and Accounts Payable makes payment to the vendor upon receipt of the invoice.

If an encumbrance remains outstanding on the AIS general ledger open commitment screen as a requisition (e.g. requisition number 2-950001) for a considerable amount of time, contact the Purchasing Department to request status of your requisition.

If an encumbrance remains outstanding on the AIS general ledger open commitment screen as a purchase order (e.g. purchase order number A1-00001) for a considerable amount of time, contact the Purchasing officer on your copy of the purchase order. Provide the purchase order number, vendor name, and dollar amount to track the order.

If an encumbrance remains outstanding on the AIS general ledger open commitment screen as a purchase order (e.g. purchase order number A1-00001) thirty days after you have received your goods or services, send an email to accounts-payable@tcc.edu.

Purchasing Department enters all purchase order request to AIS in requisition form "REQ" 2-95####. Once the Purchasing Department buyer processes a purchase request with a vendor, a purchase order number is issued. When the purchase order is in effect, the Purchasing Department is the liaison with the vendor. No other person should talk with the vendor other than the Purchasing Department buyer. Upon entry of the purchase order to the system, the requisition amount will be removed. The PO entry will show as A#-0#### having the same last four digits as the requisition entry. The assigned number should be used for tracking the purchasing or payment progress.

When encumbrances are rolled over into a new fiscal year in July, sometimes the grant accounts will encounter "double" encumbrances. Please be alert to this. Call the grants management office, 822-2557, if you should need assistance in identifying a double encumbrance or other AIS entries.

AIS general ledgers serve the same importance as a personal monthly bank statement–knowing your account transactions! A project director and/or one grant staff person must have AIS access to properly manage a grant. Instructions are included for requesting AIS access.

OBTAIN AIS ACCESS


The TCC's FICO department will handle all requests for AIS access. The security form is located at https://insidetcc.tcc.edu/finance/fs_FinInfoSys_security.html. Please review the Security Forms Required table at the bottom of the web page to select the appropriate forms.

After completing the forms, please send them to the FIS Manager for processing. Once access is granted, the FIS team will schedule AIS training as a group session or with the individual.

TIMING OF EXPENSES UNDER DEPARTMENT OF EDUCATION FUNDS


75.707* When obligations are made.

The following table shows when a grantee makes obligations for various kinds of property and services.

If the obligation is for ----
The obligation is made --
(a) Acquisition of real or personal property.
  • Personal services by an employee of the grantee.
  • Personal services by a contractor who is not an employee of the grantee.
  • Performance of work other than personal services.
  • Public utility services
  • Travel
  • Rental of real or personal property.
  • A preagreement cost that was properly approved by the Secretary under the cost principles identified in 34 CFR** 74.171 or 80.22.
On the date the grantee makes a binding written commitment to acquire the property.

When the services are performed.

On the date on which the grantee makes a binding written commitment to obtain the services.

On the date on which the grantee makes a binding written commitment to obtain the work.

When the grantee receives the services.

When the travel is taken.

When the grantee uses the property.

*EDGAR (Education Department General Administration Regulations), September 16, 1999.

**Title 34 of the Code of Federal Regulations (CFR).

REPORTING


Reporting on current grant activity, as required and in a manner that emphasizes the advances made but honestly addresses problems encountered, is essential both to acquiring additional funding from the same source and to the reputation of the college as an institution which always accomplishes the goals of its grant-funded projects:
  • Every grant has reporting requirements. Some require reports monthly or quarterly, some semi-annually or annually, some only at the end of the project. It is the project director's responsibility to make herself or himself aware of these requirements and to assure that they are met in a timely manner.
  • Most grant reports consist of a financial report and a progress report, each closely related to the other. Only the grant accountant can submit a financial report. However, it is the responsibility of the project director to work with her to assure that both reports are correlated and that all deadlines are met.
  • The grant report represents the college to the sponsor. It should look professional, with the TCC logo correctly used. Syntax, spelling and grammar should be accurate. It is a good idea to have someone read your report and make corrections/suggestions for improvement.
  • The project director and the grant accountant submit all reports to the sponsor as required. No other approval is necessary.
  • Please send a copy of your report to the Grants Office and to your supervisor.
  • Make multiple uses of your report. Make the Grants Office aware of any exciting elements. If there is some basis for a news story, be sure Institutional Advancement is aware of it.

GRANT-FUNDED RELEASE TIME


The following information for processing grant-funded release time is separated according to the responsible person/department.

Project Director

  • Once a grant is awarded, all originalgrant award notifications should be forwarded to the Grants Office immediately. One copy of the notification is to be filed in the Grants Office, and a copy will be filed in the Accounting Department. Once the grant award letter is received by Accounting, an AIS account number will be requested from VCCS. The grant accountant will notify the project director of the AIS account number.

2. The project director must see that release time is submitted according to the grant project and college procedures. The academic division office generates the release time form based on the release information provided by the grant project director. The grant AIS account number must be indicated on the form. The release time form is forwarded to the faculty member assigned to the project. Faculty should take the form to his/her division chair for signature. The division chair will submit the form to the provost for approval and forward the original to the Office of Institutional Effectiveness. Institutional Effectiveness will obtain final approval from the Vice President of Academic Affairs.

Release time forms must be completed within a reasonable time period at the beginning of each academic semester. August (Fall), January (Spring), and May (Summer) in order to be properly processed and charged to the system.

  • If the grant period is anything other than the college's fiscal year (July 1 - June 30), the Project Director must be sure forms are coded for the correct grant period.

Division Chair

1. Once the grant-funded release time form is signed by the faculty, the Division Chair immediately notifies the grant project director of any problems associated with the release time.

2. The division chair must indicate the faculty's department code (AIS number) on the grant-funded release time form. If the release time is match, the name of the grant the match is supporting must be indicated at the top of the form.

3. The division chair will approve the release time form, request the approval of the provost and then forward the original release time form to the Office of Institutional Effectiveness and a copy to the project director. The Office of Institutional Effectiveness will obtain the final approval from the Vice President of Academic Affairs. Institutional Effectiveness and Accounting are the only offices which must have a release time form complete with all signatures.

Office of Institutional Effectiveness

1. When the release time form is received by the Office of Institutional Effectiveness, that office will obtain the final approval from the Vice President for Academic Affairs. Upon receiving request from the grants management assistant, IE will forward copies of the approved release time forms to the Grants Office.

Accounting

1. Once the grant award letter is received, Accounting will have VCCS assign the new grant an account number and will forward this number to the project director and the Grants Office.

2. The Grants Office will request copies of the grant-funded release time forms each semester from the Office of Institutional Effectiveness.

3. Once the release time forms have been received, the Grants Office will forward them to Accounting to charge the grant for the release time and FICA as approved in the grant budget.

TEACHING FACULTY (NINE OR TWELVE-MONTH) WHO ARE FULLY GRANT FUNDED


Grant project directors who have teaching faculty fully funded by their grants (including the project director), must do the following:

  • If the position is a new position (even if an existing faculty member is to be reassigned to it), be sure than Human Resources codes the position as "grant-funded" and sees that the letter of appointment indicates that the position is restricted to grant-funding. HR will need the grant AIS number in order to properly charge the grant.
  • A release time form for every fully grant-funded employee must be submitted by the project director to the Office of Institutional Effectiveness each semester. The form must describe the duties for the time the individual will not be teaching and indicate the appropriate number of clock hours. It must also indicate -- by name, division and number of credit hours -- any courses the individual will be teaching under grant funds for that semester. (See release time procedures for information on required signatures.) This is important as it affects the college productivity as it is reported to SCHEV and as it affects the college budget.
  • The release time form, which is available on disk, must also carry a statement IN BOLD AND CAPITAL LETTERS indicating that the individual is fully funded by a grant. The AIS code must be indicated.
  • If a fully grant-funded faculty member is assigned duties other than teaching as an overload (with college funding), a second release time form must be submitted, indicating the duties, credit and clock hours and noting that the activity is college funded. If a fully-grant funded faculty member is assigned teaching duties as an overload, the division chair must see that the overload salary is charged to the same college account as normal faculty overloads. This is the full responsibility of the division chair, but project directors must monitor their accounts to assure that nothing is improperly charged. While such overloads are acceptable under college policy for teaching faculty, the Grants Office discourages them as they may interfere with an individual's ability to perform his grant-funded duties well.
  • Overloads are never charged to a grant, Even if grant-funded release time results in a faculty overload, the charge to the grant is generated by the release time form.
  • The sample release time form attached shows the required level of detail.

TIME & EFFORT PROCEDURES


POLICY

Any employee whose salary (wage) is funded in whole or in part by grant funds is required to complete a time and effort form. This is required by OMB Circular A-21: "The reports must reflect the activities for which employees are compensated by the institution. To confirm that the distribution of activity represents a reasonable estimate of the work performed by the employee during the period, reports will be signed by the employee [and] principal investigator or responsible official(s) using suitable means of verification that the work was performed." Failure to comply with this requirement will result in questioned costs and possible loss of future grant funding. Non-compliance also brings about the risk of losing state funds due to the college's inability to meet the performance standards relating to audits.

TIME AND EFFORT FORMS (T&E)

Time and effort will be reported on a standard form (attached) except for part-time classified employees. Time and effort reports must be submitted on schedule (see below) and must be signed by the employee and the project director/supervisor. They must indicate either the percentage of time (faculty and full-time classified) or the number of hours devoted to the total grant activity and to each sub-activity listed.

FULL-TIME CLASSIFIED EMPLOYEES

All full-time classified employees must submit a time and effort once each month!

If a full-time classified employee is charged to more than one source of funds (either multiple grants or grant and state funds), a monthly Time and Effort report on the appropriate form is required for each grant funding source and is due to the Grants Office by the 10th of the following month. These employees must indicate the percent of effort worked for each activity checked, as well as the total percent worked for the grant.

PART-TIME CLASSIFIED / STUDENT WORKERS (WAGE EMPLOYEES)

A separate HR-38 is required for each grant or AIS code. A detailed list of duties must be included on the HR-38 for all grant-funded employees. Separate time sheets will be completed every two weeks for each grant or AIS code with the certification included. If, for new hires, the time sheet does not contain the certification statement, a separate certification form must be attached to the time sheet submitted to Payroll.

FACULTY RANKED EMPLOYEES WORKING FULL- OR PART-TIME ON GRANTS OTHER THAN ON RELEASE TIME.

These policies apply to all faculty working during the summer and to the occasional faculty member who works for a grant on other than release time during the academic year. Except in the summer term, faculty working part-time on grants use the release time approach, with rare exceptions.

Time and effort reports are required for each semester (including the summer term) for each grant worked. These are due by December 21 for the fall semester, May 31 for the spring semester, and August 31 for the summer. These forms must list the total percentage of time devoted to grant activity as well as the percentage devoted to each sub-activity.

Any faculty-ranked individual who is split funded must submit a time and effort form for each grant and must indicate the percent of time funded by the grant and the percentage of that time devoted to each activity. The percents listed for the sub-activities must equal the total percentage for the entire grant.

Faculty-ranked individuals working part-time on an HR 38 will follow the procedures for part-time classified employees.

(All faculty-ranked employees are considered professional, for the purposes of time and effort forms.)

FACULTY WORKING ON RELEASE TIME

All individuals who are receiving release time on a grant are required to report time & effort. The release time form lists the duties and will serve as the time and effort report. The Grants Office will maintain a file with copies of these forms.

SPECIAL PAYMENT CONTRACTS

Special Pay forms require description of duties performed and will serve as the Time and Effort report. The Grants Office will maintain the payroll rosters in their files.

EMPLOYEES OF ANY KIND WHO ARE INCLUDED IN THE MATCH

All employees included in the match must file time and effort forms regardless of their pay status. Each time and effort report must indicate that the activity is a part of the required match. Circle the word "match" in the title of the report form.

PENALTIES FOR DELINQUENT TIME AND EFFORT FORMS

The Grants Office will remind all grant-funded individuals and project directors that time and effort forms are due by specific dates. It is the responsibility of each individual funded by a grant or included in the match to submit a time and effort report and to see that it is signed by the appropriate person. It is the responsibility of the project director to see that those reports are submitted and turned in to the Grants Office by the appropriate date.

Time & effort reports are due as indicated below:

Full-Time Classified: due monthly -- by 10th of next month from work completion

Faculty: due each semester -- Fall-December 21; Spring-May 31; Summer-August 31

Faculty Ranked Administrator: due each 6 months (Jan-June & Jul-Dec)

Match TCC Personnel: due immediately after cost share report is submitted to Accounting

Note: Match employees are not grant-funded; therefore, ALL classifications of MATCH employees MUST complete T&E forms according to the percentage of time/funding reported on the cost share report.

Although seeing that time and effort reports are turned in is not the Grants Office's responsibility, they will send out one reminder for each delinquent report to the individual with a copy to the project director and the individual's supervisor.

If the time and effort report is not received in the Grants Office one week after the reminder is issued, the Grants Office will notify the grant accountant, who will freeze the account. This means that no further expenditures of any kind can be made until the "freeze" is lifted.

Both state and federal auditors and grant sponsors regard time and effort reports with great seriousness. Everyone involved with grants must, therefore, take steps to see that these reports are filed correctly and on time.

WHERE TO SEND THE COMPLETED TIME AND EFFORT FORMS

The "original" time and effort report should be sent to the Grants Management Office, District Norfolk, complete with required signatures.

RELATIONSHIP WITH THE LARGER COMMUNITY


Many grant projects will, at one time or another, require assistance with media releases, graphic design, invitations and responses, events, printing and the like. Due to current staff vacancies in Graphic Services and Media Relations and Communications, please contact Bob Ledford, Executive Director for Institutional Advancement for assistance with these or any other services. All printed materials going beyond the college and all materials dealing with college curricula must be approved. Bob Ledford will also provide assistance with this process.

Note: The official TCC logo must appear on any printed materials, along with a credit to the grant sponsor. The Grants Office can help you access the appropriate logo.

GRANT PROCEDURES FOR CONSORTIUM PARTNERS
to Receive Reimbursement from TCC, Fiscal Agent for a Grant Program


  1. The responsibilities of the partners to any consortial grant must be detailed in a memorandum of understanding (MOU) to be signed by the appropriate person at each partner institution and returned to the project director. The MOU must follow the format attached and must include all of the indicated information. Completing the MOU, submitting it to partners and getting signed copies returned are the responsibilities of the project director. When all parties have signed the individual MOU's, copies should be filed with the Grants Office.
  2. Consortium partners will proceed under their own policies and procedures for payment related to stipends, faculty remuneration, purchases and travel in accordance with grant-related expenses allowed to each consortium under the funded proposal.
  3. The project director or his or her staff will generate a "standing" purchase order request (POR) "not to exceed" the dollar amount of grant funding allotted for the consortium partner for administering grant activities for one budget year. The standing purchase order request will be used to encumber the grant funding allotted to the consortium for the period of time designated.
  4. The POR form must include full information on the consortium participant (see vendor name & address section) and briefly describe the partner's role in achieving the goals and objectives of the grant. The period of performance must be indicated.
  5. The POR form must be signed by the project director and must include the assigned grant name, six-digit AIS code and appropriate object code #1451 or 1452. It must be submitted to the Purchasing Department and the department Director must approve for processing.
  6. The Purchasing Department will obtain the grant accountant's signature, encumber the cost to the grant account and assign a purchase order number.
  7. If a standing POR must be canceled, changed or unencumbered, contact the Purchasing Department grant team representative via e-mail for procedures.
  8. Each consortium partner must submit an invoice to TCC for all grant related expenses by the 10th of each month.
  9. Invoices must:
    • be accompanied by all required supporting documentation (payroll documents, purchase orders, receiving reports, travel vouchers etc.) securely stapled to the invoice.
    • be signed and dated by the partner project associate.
    • be sent to Accounts-Payable@tcc.edu, or Accounts Payable, Tidewater Community College, 121 College Place, Suite 510, Norfolk, Virginia 23510.
  10. Consortium partners must keep on file all invoices and supporting documents as well as copies of time-and-effort reports for faculty and staff participating in the program. The original Time and Effort Report must be submitted to the TCC Project Director.
  11. Upon receipt of the invoice, Accounts Payable (A/P) will contact the grant director. The A/P representative will fax the invoice to the grant director for signature of approval. The Grant Director should respond immediately by fax, so that payment is made within 30 days from receipt of the invoice.
  12. The Project Director's staff may check accounting screens for status of consortium partner payments.
  13. The Project Director will establish procedures to log and track the consortium allotment of spending.
  14. The material in the MOU is an integral part of these procedures.
  15. In order to give consortium partners timely information about their funding for the second and third years of the grant, budget revisions for those years will need to be completed and approved at least two months before the end of the grant project year.

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