Policies and Guidelines for Grants and Sponsored Programs
Federal Uniform Guidance (UG): Refer to this information for guidance on all federal awards:
Electronic Code of Federal Regulations
Responsibilities of the Corporate, Foundation, and Government Relations (CFGR) office:
The CFGR office will work with the Principal Investigator/Project Director (PI/PD) to support any needs for grant submission (pre-award) and grant administration (post-award). Please utilize the CFGR office to answer questions regarding grants at any point during the process.
The CFGR office will:
- Work with PI/PD to fill out a Grant Initiation Form (pre-award). This is an internal document that is signed by College VPs and the President to give permission to submit a grant application.
- Work with PI/PD to understand grant guidelines and guide them through the process of application.
- Create a Grant Administration Form (post-award) when a notice of award has been received. The document will include a summary of information regarding the amount of the award, a yearly budget summary, GL codes to be used for grant expenses, reporting requirements, and who to contact at the College for questions. The PI/PD and the Controller sign the Grant Administration document.
Responsibilities of the Principal Investigator/Project Director:
The PI/PD is responsible for the successful conduct of the project in accordance with all applicable policies of Hartwick College and/or the federal government or grantmaking entity.
In addition, the PI/PD must:
- Submit or forward electronic copies of original award documents to the CFGR Office.
- Review all terms and conditions of the grant and all award and administration guidelines of the granting agency.
- Administer the project in order to meet the goals and objectives of the original proposal.
- Comply with all terms and conditions of the grant.
- Submit funds received to the Controller’s office.
- Monitor expenses based on monthly reports provided by the Controller and limit expenditures to the total dollar amount awarded.
- Authorize grant spending as outlined in the Grant Administration document.
- Submit all receipts for grant expenditures to the Finance Office with reimbursement requests. All grant expenditures must correlate with the original costs described in the project budget, unless a change has been authorized and Prior Approval form submitted. All expenditures must be made at least 30 days before the end of the grant period.
- Submit all required interim and final narrative reports to the CFGR Office which will coordinate report submission, except in the case of granting agencies that have online report systems.
- Oversee hiring of all project personnel compensated in the grant, supervise the work of all grant-funded employees, and maintain documentation of time and effort of all project personnel.
- Monitor all sub-awards associated with the grant.
- Provide the CFGR Office with copies of all grant-related correspondence.
- Work with the Controller to prepare interim and financial reports and grant closeout request approval from the Controller’s office for any changes to approved budgets or other terms of the grant.
- Notify the Director of CFGR if there are any changes to the project that affect the achievement of objectives or involve budget revisions.
- Retain project data and data sharing systems in compliance with sponsoring agency requirements.
Responsibilities of the Controller’s Office:
The Controller serves as the grants accountant and is responsible for the overall financial administration of all grants to the College. The Controller’s Office follows standard accounting practices and adheres to all College policies and federal regulations regarding allowability of costs and auditing of budgets.
Specific responsibilities include:
- Setting up all grants in the accounting system.
- Preparing all financial reports, including monthly reports provided to the PI/PD requesting reimbursements/drawing down funds from sponsoring agencies for grant-funded expenses.
- Authorizing changes to approved budgets or other grant terms (in accordance with sponsoring agency policy).
- Certifying compliance with all grant-related federal regulations.
Director of Corporate, Foundation and Government Relations
Karen (Kay) Zuill
VP for Finance