MINI GRANT POST AWARD MANAGEMENT WORKSHOP
description
Transcript of MINI GRANT POST AWARD MANAGEMENT WORKSHOP
![Page 1: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/1.jpg)
MINI GRANT POST AWARD MANAGEMENT
WORKSHOPNovember 16, 2010
Bess de Farber
Joe Piazza
Nadine Smith
Grace Strawn
![Page 2: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/2.jpg)
2
You’ve been awarded a Mini Grant.
Now what?
![Page 3: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/3.jpg)
3
TRAINING AGENDA
Mini-Grant budgets & project numbersChecklistHiring and Managing OPS EmployeesOther Expenses Using an Outside Consultant, Contractor
or VendorCost SharingMini-Grant Reporting
![Page 4: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/4.jpg)
4
OBJECTIVESI. Build understanding of the mechanics of
managing mini grant fundingII. Acquire information about roles of staff
involved in providing support for managing mini grant funds
III. Strengthen management and inquiry skills of Principal Investigators (PIs) to successfully complete mini grant funded projects and all required reporting
![Page 5: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/5.jpg)
5
GRANTS MANAGEMENT OFFICEServices and Processes:
General support throughout the grant period, including budget and/or personnel revisions and no cost extensions
Assist with Interim report- due six months after start date
Assist with Final report- due one month after grant period ends
![Page 6: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/6.jpg)
6
HUMAN RESOURCES & FISCAL SERVICES
Services and Processes:
Budget and Project Numbers Recruiting and Hiring Expenses Cost Share Reporting
![Page 7: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/7.jpg)
7
MINI-GRANT BUDGETS AND PROJECT NUMBERS Once notified that you have been awarded a
Mini Grant, set up a budget meeting with Nadine and Bess to review fiscal procedures for personnel and operating expenses and to release funding.
A Mini-Grant project number will be assigned to your project at that initial budget meeting. It will begin with the letters MG. Please be sure to use that project number for all related expenses being charged to your Mini Grant.
![Page 8: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/8.jpg)
8
CHECKLIST
![Page 9: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/9.jpg)
9
OPS (TEMPORARY) EMPLOYMENT
OPS (Non- Student)
STAS (Student Assistant)
FWS (Federal Work Study Student)
![Page 10: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/10.jpg)
10
STAS & FWS RULES
Must be at least a half time student
Can only work up to a total of 20 hours per week
Can not work during exam weeks
No international students (applies only to FWS)
![Page 11: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/11.jpg)
11
OPS PAY PLAN COMPARISON0.50 FTE = 20 hours a week
Minimum Wage = $7.25Federal Work Study = $1.81 (25% of $7.25)
Pay Plan STAS OPS FWSFringe 0.5% 2.4% 0.5%
Cost perSemester
$7.25/hrX 20 hrs/wk$145.00+ .73 fringe$ 145.73X 16 wks$2331.68
$7.25/hrX 20 hrs/wk$145.00+ 3.48 fringe$ 148.48X 16 wks$2375.68
$1.81/hrX 20 hrs/wk$36.20+ .73 fringe$ 36.38X 16 wks$582.08
![Page 12: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/12.jpg)
12
CONFLICT OF INTEREST & NEPOTISM A conflict of interest exists when an
academic staff member is in a position to advance his/her own interest or that of others to the University’s detriment.
Making OPS hires or performing direct supervision of one’s family members can be seen as using University for personal gain.
Avoid any potential conflict of interest by disclosing information about a potential conflict ahead of time, and asking for assistance to determine whether an action or hire may result in an unintended conflict of interest.
![Page 13: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/13.jpg)
13
RECRUITING EMPLOYEES Work with Joe Piazza in HR to recruit
temporary employees Create job description
Navigate to Smathers Library Human Resources webpage http://www.uflib.ufl.edu/pers/
Go to Employment Opportunities and then Student/OPS Positions
Use current postings as a guide for creating your own job requirements
Be sure to include any disqualifying questions if needed
![Page 14: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/14.jpg)
14
RECRUITING EMPLOYEES (CONT)
• Email exact job description to [email protected]
• Joseph will contact the supervisor when the job has been posted
![Page 15: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/15.jpg)
15
INTERVIEWING APPLICANTS
PIs and supervisors are encouraged to attend training provided by UF Training and Development.
![Page 16: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/16.jpg)
16
HIRING EMPLOYEES Send new hire to Joseph in Library HR office with
the following documents: Social Security Card Drivers License and UFID Completed Blue Card (check grant funded & add Mini-
Grant project #) Voided Check (mandatory for sign up process) Federal Work Study Permit (if applicable) International Paperwork (if applicable) – timeframe
issue
![Page 17: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/17.jpg)
17
BLUE CARD / GROVER CONFIRMATION
Payroll Blue Card Check “Yes” for Grant Funded For Project #: Use the Mini-Grant project
number assigned to your project at the initial budget meeting. It will begin with the letters MG.
Department and Department ID should reflect your home department
Effective Date is desired start date Grover confirmation must be received
from Joseph to verify the actual start date. Only then can an employee begin working.
![Page 18: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/18.jpg)
18
INITIAL MEETING WITH OPS EMPLOYEE AFTER HIRE Work Space Expectations Time and Labor Entry
![Page 19: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/19.jpg)
19
CHECKING AN EMPLOYEE’S TIME – STEP 1 Time Management Home>Payable Time
Detail
![Page 20: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/20.jpg)
20
CHECKING AN EMPLOYEE’S TIME – STEP 2 Enter Employees ID and the start date & click Search Check Payable Status
![Page 21: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/21.jpg)
21
APPROVING TIME – STEP 3
Time should be entered daily by OPS employee
Time entered must match actual time worked Pay week begins Friday and ends Thursday Any time worked over 40 hours in a pay week
is overtime and will be paid at 1.5 times the normal rate. All overtime will need prior approval from Grace
All time must be approved by PI by the payroll deadline
![Page 22: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/22.jpg)
22
APPROVING TIME – STEP 3 (CONT) Please pay special attention to the emails
sent out by Fiscal Services about early deadlines and keep employees informed
For more information visit the Helpful Payroll Links page on the Library HR Website, http://www.uflib.ufl.edu/pers/timeassistance.html
![Page 23: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/23.jpg)
23
APPROVING TIME – STEP 4 My.ufl.edu>Manager Self Service>Time
Management> Time Management Home
![Page 24: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/24.jpg)
24
APPROVING TIME – STEP 5 Approve Payable Time
![Page 25: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/25.jpg)
25
APPROVING TIME – STEP 6 Check “Get EmplID” Enter employees UFID (numbers only)
![Page 26: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/26.jpg)
26
APPROVING TIME – STEP 7 If the time is correct, check the approve box Click Approve
![Page 27: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/27.jpg)
27
TERMINATING EMPLOYEES Contact Joe immediately if an employee
terminates Submit blue card with termination box
checked End date should be the day after the last day
worked
![Page 28: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/28.jpg)
28
OTHER OPERATING EXPENSES Submit Purchasing Grover ticket to purchase
budgeted items Please contact Sonia Coleman in the Fiscal
Services Office if you have questions about purchasing
Be sure to provide your Mini-Grant project number on any Grover ticket as the fund source
Sonia will notify you of any needed documentation (such as, new vendor application, quotes or W-9 form)
![Page 29: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/29.jpg)
29
DEFINITION OF CONTRACTOR CONSULTING & PROFESSIONAL SERVICES
If you are hiring a contractor, it is important to establish that the nature of the service does not constitute an employee/employer relationship
Hire may not serve as an employee (in any department on campus) and a contractor in the same calendar year
Family members may not be hired as consultants
![Page 30: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/30.jpg)
30
HIRING OUTSIDE CONSULTANT Requirements
A Purchase Order will need to be created prior to any work taking place to pay for consultant work.
The consultant will be required to submit the following “Vendor Application” W-9 Form Consulting and Professional Worksheet A Statement with the beginning and end dates of work,
terms of payment (i.e. lump sum, hourly), and a description of work being performed.
Contact Sonia for assistance
![Page 31: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/31.jpg)
31
COST SHARE REPORTING The PI must submit a Library Cost Share
Form to Fiscal Services (Nadine) each semester
Fiscal Services will send the PI an email notification of the required due date for the completion of the Cost Share form
![Page 32: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/32.jpg)
32
EXAMPLE OF COST SHARE FORM
![Page 33: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/33.jpg)
33
BUDGET REPORTING Monthly financial reports will be provided via
email to the PI of the Mini Grant. When a new OPS or student is hired and
then at the beginning of each new semester, provide the anticipated semester work schedules for your Mini-Grant employees via email to Nadine ([email protected]). Providing this information will assist in supplying the most accurate projections of personnel expenditures on your monthly financial report.
If splitting the OPS budget between more than one area, it is the PI’s responsibility to monitor those funds.
![Page 34: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/34.jpg)
34
BUDGET SUMMARY EXAMPLE
![Page 35: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/35.jpg)
35
BIWEEKLY POSTINGS DETAIL
![Page 36: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/36.jpg)
36
OPS PROJECTIONS DETAIL
![Page 37: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/37.jpg)
37
EXPENSE DETAIL
![Page 38: MINI GRANT POST AWARD MANAGEMENT WORKSHOP](https://reader035.fdocuments.us/reader035/viewer/2022062323/56816663550346895dd9f33e/html5/thumbnails/38.jpg)
38
QUESTIONS?
Contact us:
o Grants Management 273-2519o Bess de Farber
o Human Resources 273-2595o Joseph Piazza 273-2601
o Fiscal Services 273-2555o Grace Strawn 273-2560o Nadine Smith 273-2518o Sonia Coleman 273-2558