Kentucky State University Business Policies and Procedures Manual

• Approval decision
• Proposal with budget tied to narrative
• Submission
• oRealistic scope for time and budget
• oFunding 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:
• oAssign a grant number.
• FRAGRNT Grant Maintenance
• Grant: use naming convention below (can use NEXT function); GO
• oUSDA[EXT,EA,RREA, MCIA]YY
• oCBG[purpose abbr]YY
• oSAREYYYY
• oAGDISCYYYY
• oSTIYYYY
• oEtc.
• Main
• oChart of Accounts: 1
• oResponsible Organization: home ORG for Principal Investigator
• oLong Title: as written on grant award document
• oTitle: short name in use
• oRequires Effort Certification: p default
• oAgency: select grantor agency record
• oPrincipal Investigator: select employee record