Development Procedures Post-Funding
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.
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
- 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.
MUST BE IN ACCORDANCE WITH GRANT &
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
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.
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
- 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.
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.
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.
Budget & Pre-Approval
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; 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,
- 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.
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.
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
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.)
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.
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 email@example.com.
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 statementknowing 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.
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
- 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 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
- 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.
The following information for
processing grant-funded release time is separated according
to the responsible person/department.
- 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.
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
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
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.
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
2. The Grants Office will request copies of the grant-funded
release time forms each semester from the Office of Institutional
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
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
- 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.
& EFFORT PROCEDURES
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
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.
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
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.
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 every semester
Faculty: due each semester
Faculty Ranked Administrator: due each 6 months each semester
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
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.
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
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
to Receive Reimbursement from TCC, Fiscal Agent for a Grant
- 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.
- 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.
- 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.
- 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.
- 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.
- The Purchasing Department will obtain the grant accountant's
signature, encumber the cost to the grant account and
assign a purchase order number.
- If a standing POR must be canceled, changed or unencumbered,
contact the Purchasing Department grant team representative
via e-mail for procedures.
- Each consortium partner must submit an invoice to TCC
for all grant related expenses by the 10th of each month.
- 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
- 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.
- 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.
- The Project Director's staff may check accounting screens
for status of consortium partner payments.
- The Project Director will establish procedures to log
and track the consortium allotment of spending.
- The material in the MOU is an integral part of these
- 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.