MAY GRANT ADMINISTRATION NEWSLETTER

IT IS OUR GOAL AND COMMITMENT TO PROVIDE EXCELLENT AND RESPONSIVE POST AWARD MANAGEMENT THAT ENSURES FISCAL INTEGRITY AND COMPLIANCE.

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CALIFORNIA STATE UNIVERSITY, STANISLAUS Financial Services Grant Administration

Mary Stuart Rogers Building One University Circle

Turlock, California 95382

Perseverance is not a long race; it is many short races one after the other.

Walter Elliot

Greetings from Post Award Grant Administration It has been several months since Post Award has had the

opportunity to provide a newsletter to our grant community, and we would like to update you on several items from this past year with an eye on 14/15 fiscal year-end.

First – this year the Office of Management and Budget (OMB) officially implemented the Uniform Grant Guidance that supersedes OMB Circulars A-21, A-110 and A-133. “The Council on Financial Assistance Reform worked in collaboration with several stakeholders including Congress, Federal Agencies, state, local and tribal governments, institutions of higher education, nonprofit organizations, Federal Councils including the Government Accountability and Transparency Boards to foster more efficient Federal financial management ultimately for better outcomes for Federal grants.” Post Award is monitoring any and all changes brought about by this newly combined regulation to ensure that our campus remains compliant.

Second - It has been our distinct pleasure to collaborate with our sister office, ORSP, to ensure that we capture important information necessary to fulfil all compliance requirements at the appropriate periods within the grant cycle. Our offices are working together on several fronts to coordinate activities in order to provide a seamless flow of service and compliance between the two offices. Both Pre and Post Award have their own distinct functions that facilitate the grant process, however, our combined focus is continuing to strengthen efficiencies and eliminate overlap between the two areas. Our offices are committed to this continued collaboration, and we envision further successful outcomes.

Finally – we would like to pause for a moment to share our satisfaction that we now have a full Post Award team in place. We are working with determination and drive to bring our area up-to-speed, while we concurrently look at and review the 2014 audits behind us and prepare for and strive towards the goals ahead. It has been an eventful and challenging year, and though we are working on several short races, we anticipate smooth and paced sailing in the very near future! We are a team that enjoys its work AND our interactions with each and every one of the members of the grant community! Regards, Post Award

GRANT ADMINISTRATION POST AWARD MANAGEMENT TEAM

Trish Hendrix Post Award Specialist|Lead phone: (209) 667-3979 email: phendrix@csustan.edu

Donna Moore Grant Accountant II phone: (209) 667-3293 email: dmoore@csustan.edu

Lisa Austin Grant Accountant II phone: (209) 664-6798 email: laustin1@csustan.edu

SmoothSailing

Grant Administration Newsletter

MAY 2015

ISSUE #9

MAY GRANT ADMINISTRATION NEWSLETTER

IT IS OUR GOAL AND COMMITMENT TO PROVIDE EXCELLENT AND RESPONSIVE POST AWARD MANAGEMENT THAT ENSURES FISCAL INTEGRITY AND COMPLIANCE.

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Important Deadlines –

Please keep the following deadlines in mind as we approach 2014-15 fiscal year end:

May 29th - Deadline to use all internal service funds received through March 2015. Unused 2015 funds received for 4th quarter 2014-15 (April, May and June) may be carried over to fiscal year 2015/2016. June 3rd - Special Consultant payment requests due to Payroll for inclusion in the June financial statements. Special Consultant Contracts may not cross fiscal years. June 3rd - Work Study, Student Assistant, Intermittent Hourly and Overtime to be submitted to Payroll for June 15th pay date. June 15th - Last day to charge P-card transactions for fiscal year 2014/2015. P-card usage after June 15th will most likely be reported in fiscal year 2015/2016. June 15th - Last day to charge Office Max transactions for fiscal year 2014/2015. Any charges after June 15th will most likely be reported in fiscal year 2015/2016. June 19th - Deadline to submit invoices, direct pay, guest lecturer, travel requests/claims, and employee reimbursements for accrual in fiscal year 2014/2015 financial statements. These items may not be paid in June 2015. For new vendors, a completed Form 204 must be submitted with payment request. A vendor EFT form is recommended for electronic payment processing. June 19th - Deadline for departments to submit budget transfer requests to be posted in June accounting period. June 30th - Fiscal year 2014/2015 ends.

Upcoming Reporting Requirements

The following reports will be coming shortly for

grants that are subject to the specific individual

requirements. Please be aware that report

notifications are currently being prepared for:

Fall 2014 - Time & Effort

A-133 Single Audit Questionnaires

Exhibit “C” reports

A friendly reminder to review your financial statements to ensure that costs recorded to your grant are correct and allocable. If you identify any expenditures that need to be reclassed to other funds or projects

prior to fiscal year-end, please submit your requests to Donna or Lisa no later than June 15th.

Thank You! To everyone in our grant community who completed their ANNUAL Conflict of Interest Disclosure and 700U Disclosure forms. Our compliance with the requirement helps to ensure that our campus remains transparent and financially open to any and all auditors and audits. Any individuals who have not completed their form will receive a follow-up notification in the mail from Lisa. Please be sure to complete and forward as soon as possible!

Time & Effort Notes

The completion of Time & Effort Reports are necessary when individuals are compensated by or have agreed to contribute time to a federally-sponsored program. PI’s are responsible for certifying that the amount of effort they and their employees have spent on sponsored activities is accurate. T&E Reports are tasked with providing specific detail regarding “reportable” grants. Work performed for non-reportable grants and regular university functions are commingled into the “non-sponsored” work detail to form a single effort amount and percentage. Additionally, the Post Award Audit brought to our attention that any uncommitted effort should not be reported and becomes an audit finding if done so. Committed effort is the primary focus of the reports.

MAY GRANT ADMINISTRATION NEWSLETTER

IT IS OUR GOAL AND COMMITMENT TO PROVIDE EXCELLENT AND RESPONSIVE POST AWARD MANAGEMENT THAT ENSURES FISCAL INTEGRITY AND COMPLIANCE.

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Highlighting - The PACE Program –

How can a grant-funded program nurture the uninitiated? While for many the pursuit of a college education is the next natural step after high school, there are those in our communities that do not possess that background or awareness. Welcome to the PACE program at CSU Stanislaus! Funded by a five-year U.S. Department of Education Title V grant and overseen by Principle Investigator, Michael Igoe, PACE steps into the gap for first-generation Hispanic and underserved students and creates an environment of community, social and academic support and fellowship. PACE students are vetted through outreach events coordinated at the high school level, then eligible applicants receive early advising that helps establish a personal relationship to the University. Students are given an orientation that incorporates their families in order to begin a new paradigm process of awareness with the ultimate goal of undergirding the retention and graduation rates of those students. As Michael Igoe explained, PACE is driven by a Peer Mentor process that fosters engagement with each other and their community. Students are encouraged to be mentored, and to mentor fellow students, in order to not be passive in their educational experience, but to strive towards initiative, and responsibility for personal growth and maturity. When asked what she felt was a key benefit to the program, Peer Mentor Alenson expressed that having access to the staff and advisors to comfortably ask questions gave her confidence and assurance towards her goals. Peer Mentors are additionally tasked with helping to provide the community environment that is vital to the engagement process; whether planning picnics/workshops, etc., the common bond being their continued collective experience and shared success. PACE endeavors to empower the student both by providing access to knowledgeable staff who are able to demonstrate leadership and answers, and by setting a standard of excellence for its participants with a vision for achieving the goal of a college education and to be successful in life. In Fall 2014, PACE documented a 79% retention rate among its fourth-year students. We would like to thank PI Michael Igoe and his team for providing this valuable program to our campus.

Grant Project Highlights

CSUS is fortunate to have many creative and diverse sponsored program endeavors spread across our campus. Please join us in celebrating the accomplishments of some of CSUS’ own within our exceptional grant community, that provide programs that we would not otherwise have without benefit of sponsored funding.

The PACE

Community