Kentucky State University Business Policies and Procedures Manual
Approval decision
Proposal with budget tied to narrative
Submission
Realistic scope for time and budget
Funding sufficient to justify administrative cost of tracking, reporting, and paying
New Grant Setup
Responsible position(s):
Grant Accountant
Required documents and access:
Banner
Award notification
Frequency and timing:
Ad hoc, as grant awards are received
Steps:
Obtain notice of grant award acceptance from the Office of Sponsored Programs (pre-award) with a Request for Budget Establishment (RFBE – paper form).
Create the grantor agency in the accounting system if not already established.
Determine whether the award is for a new grant, grant renewal with a new budget for the period, or an extension of an existing grant with or without (no-cost) additional budget.
New Grants only:
Assign a grant number.
FRAGRNT Grant Maintenance
Grant: use naming convention below (can use NEXT function); GO
USDA[EXT,EA,RREA, MCIA]YY
CBG[purpose abbr]YY
SAREYYYY
AGDISCYYYY
STIYYYY
Etc.
Main
Chart of Accounts: 1
Responsible Organization: home ORG for Principal Investigator
Long Title: as written on grant award document
Title: short name in use
Requires Effort Certification: p default
Agency: select grantor agency record
Principal Investigator: select employee record