Grants accounting

The grants accounting staff in the Business Office are here to work with the project directors/principal investigators and the Development Office regarding budget account set-up, purchasing, accounts payable, payroll, travel, contracts, transfers and financial reporting.

For project directors/principal investigators just starting off, the Development Office and the Business Office will sit down with you for a grants management “how-to” workshop.  In addition, here is some information online regarding workflow and where to go for questions that you may have concerning your grants:

Grant proposals initiate from the Development Office.  Once proposals are approved at the state, federal or private levels, the Business Office will receive a grant set-up worksheet from the Development Office and the grants accounting staff will assign account codes to the budget.  GCC’s account codes are made up of a Fund, an Organization (cost center) and an account type (expense).  The account codes are predetermined object codes from the Commonwealth’s Expenditure Classification Handbook.  Once account codes have been assigned a copy of the worksheet is sent to the project directors/principal investigators and the Development Office.  It is important that these account codes are used on all payroll contracts, purchase orders and payment vouchers when submitting them to the Business Office for processing.

Once you receive your budget codes from the Business Office you can start spending against it.  All grant expenditures must be incurred during the grant period which is defined in the award letter and on the grant set-up worksheet.  When a grant is nearing completion all expenditure lines should be closely monitored. Expenditures should only be made for items that will be received on campus before the last day of the grant.  Likewise, all payroll contracts should end by the last day of the grant.  Time cards against those contracts should be submitted immediately so that accurate reporting can be done by the grants accountants and submitted to the awarding agencies within their reporting requirements.

All grant purchases must run through GCC’s purchasing department.   Purchasing works with our accounts payable department to make sure that invoices are paid once items have been received.

Hiring procedures should be obtained from Human Resources.  This office can provide you with assistance for job postings, pay rates, contract forms and benefits.  Our payroll staff are also available to answer questions regardings an individual’s payroll, time and attendance and forms.

The Business Office grants accountant will send you an updated expenditure report monthly.  The report will summarize your expenditures by account codes and will supply you with available balances.  These reports should be reviewed and questions regarding them should go to the Business Office grants accountants.   Detail back up for the summary sheet is also available but only supplied upon request.  For individuals that would like to track their grants online, Banner budget training is available by completing the Banner budget access form and getting the proper training from the Business Office.  If you seek to make significant changes to your original budget, contact the Director of Development within the Development Office.

Contacts

  • Karen Phillips, Comptroller, ext 1305
  • Regina Curtis, Director of Development, Development Office, ext 1426