Grant and Financial Contract Administration Archives

Grant and Financial Contract Administration

This manual has been prepared by the Budget Department Office for the Bryant University community to use in the course of preparing, performing, or administering sponsored projects. It is our intent to accommodate inevitable changes in the sponsored project environment, and we would appreciate any comments or suggestions in order to make the Manual as useful as possible.

Its mission is to provide excellent service to those members of the University community involved in the application for and administration of sponsored projects, in order to protect the University’s interest and to comply with the sponsored project requirements. The Controller’s Office provides financial reports to federal, state, and local governments, and privately funded grants related to any area of the University. It is also this office’s responsibility to provide accurate and timely financial reports through proper financial controls and documentation; establishing guidelines in compliance with OMB, FASB, GAAP; Bryant University policies; and any regulatory requirements.

The Budget Department Office also provides assistance to those individuals seeking external funding. Although it is not this office’s responsibility to write the grant for the applicant, this office will provide guidance through the application phase, particularly in the area of budget preparation.

*Department Name:*	Financial Services

Contacts

Budget Analyst, Extension 6467

Director of Budget and Financial Planning, Extension 6009

Pre-award Proposal Process

Intent to Submit Form

Those considering applying for external funding should fill out the
Intent to Submit form to inform the Budget Department Office, Vice President of University Advancement, Vice President of Academic Affairs, Vice President of Business Affairs, and AVP of Business Affairs that there is the potential grant application. By submitting this form ahead of time, all parties involved will be made aware of the following:

What type of proposal is being submitted: a new application, continuation of a program that is already being funded, or a reapplication of a previous submittal that may have been denied?
Who is applying for the grant?
Which agency the proposal is being sent to?
How much is the proposal for?
What is the duration of the project?
What are the matching requirements?
Will the proposal allow for Indirect Costs?

Intent to submit template 2XXX

Getting Started – Considerations Before Developing A Grant Proposal

While external funds can enhance programs and provide resources not available in Bryant University ’s operating budget, it is important to consider several things before diving into the large task of completing an application. These areas of consideration are referred to as the 6 “Cs”.

Drafting The Proposal – Preliminary Steps

Communicating with Bryant University administration: When a faculty or staff member has plans to develop a research, curriculum development, or service project requiring external funding, she or he should discuss the project with the appropriate principal administrator and the Budget Department Office. Delays can be prevented by seeking advice on sources of support, proposal, and budget preparation, and internal procedures, in the early stages. Administration endorsements will be necessary to approve the use of any divisional space, funds, or reassigned time.

Contacting the sponsor: Preliminary contacts and discussions with a potential sponsor are usually helpful before preparing a proposal.

Reviewing proposal and project guidelines (RFPs): Many larger corporate and private foundations and all government funding sources will provide, on request, guidelines for proposals. Some private foundations offer only simple content requirements as guidance. Follow closely the instructions that are provided. State and federal programs publish Requests for Proposal (RFPs) which are often very detailed in their requirements. It is critical to follow these guidelines. The Budget Department Office will assist you in obtaining and interpreting current guidelines from private, state, and federal sources and share insight on proposals that have been funded in that initiative or by that sponsoring organization.

Developing the Budget

Funding sources require varying degrees of detail in the budget portion of the proposal. Most governmental funding sources require a great degree of detail and usually provide budget forms and instructions for their completion. Contact the Budget Department Office for assistance. Foundations and corporations are less structured in their requirements, but well-planned and complete budgets are critical to funding and to the smooth operation of the project. The Budget Department Office will help with the development of all budgets.

Determine What the Project Will Cost:

You should begin by developing a budget strategy. List the elements of the project that will bear costs, such as personnel, materials, equipment, facilities costs, supplies, evaluation, and travel. The Budget Department Office will work with you to assign specific costs to your list of needs. Most proposal reviewers are skilled at recognizing when budgets and project goals are out of balance. While you should never “pad” a budget with unnecessary or unspecified items, you should always be as thorough as possible in anticipating the real costs of your project and have a contingency plan if you receive less than you requested. Both inadequate and padded budgets will hurt your chances for funding. Inadequate budgets will hurt the project’s chance of success.

Create a Detailed, Accurate and Complete Budget:

Be specific and detailed in your budget. If you plan to purchase a piece of equipment, contact the distributor of the product to determine cost. Be certain to include shipping and installation charges in your equipment budget, and consider the cost of maintenance agreements. If your project involves printing a brochure, contact University Relations for a preliminary estimate of the work. If you must hire staff, be sure you are using the correct wage and benefit scale. The Budget Department Office will be able to help with the correct benefit rate, and wage amounts.

If there will be a time lapse between the application and the project or if the project is multiyear, include a 4 percent salary increase for each year of the project. The quality of thought that you give to the budget preparation will not only produce a better program; it will also increase your chances of obtaining the grant.

There should be no surprises in the budget for the reviewers; all cost in the budget should be tied to specific items in the narrative. Again, most federal and state guidelines contain specific budget categories and forms, and you should always work with the Budget Department Office in developing your budget.

Coordinating On-campus Approvals And The Timelines Involved

All proposals to external funding sources must go through an internal routing process. The proposal, budget, and the Bryant University Internal Approvals Form must be filled in by the Principal Investigator, and signed by the Department or Division Head, the Vice President for Academic Affairs, the Vice President for University Advancement, and the Vice President for Business Affairs, and filed in the Budget Department Office before the proposal is sent to the funding source. This required process applies to continuation grants as well. The purpose of the process and form is to ensure that all parties are informed about the project and approve any cost sharing and commitment of University resources. If you involve the Budget Department Office and the appropriate Vice President in the development of the proposal, this process should be perfunctory.

To facilitate the Bryant University proposal clearance process, please allow a minimum of THREE WEEKS for processing approvals.

BRYANT UNIVERSITY:
GRANT APPLCATION INTERNAL APPROVALS FORM

It is important that grant proposals submitted on behalf of Bryant University, whether federal, state or private, be carefully reviewed in advance of submission to assure that the purposes of the grant are consistent with the mission of the institution, and that all costs, budget and personnel implications have been adequately addressed internally. Please allow THREE WEEKS for the approval process to be completed. Please contact the Budget Department Office if you have any questions.

internal approval form