MINI GRANT POST AWARD MANAGEMENT

WORKSHOPNovember 16, 2010

Bess de Farber

Joe Piazza

Nadine Smith

Grace Strawn

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You’ve been awarded a Mini Grant.

Now what?

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TRAINING AGENDA

Mini-Grant budgets & project numbersChecklistHiring and Managing OPS EmployeesOther Expenses Using an Outside Consultant, Contractor

or VendorCost SharingMini-Grant Reporting

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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

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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

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HUMAN RESOURCES & FISCAL SERVICES

Services and Processes:

Budget and Project Numbers Recruiting and Hiring Expenses Cost Share Reporting

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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.

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CHECKLIST

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OPS (TEMPORARY) EMPLOYMENT

OPS (Non- Student)

STAS (Student Assistant)

FWS (Federal Work Study Student)

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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)

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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

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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.

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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

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RECRUITING EMPLOYEES (CONT)

• Email exact job description to jpiazza@ufl.edu

• Joseph will contact the supervisor when the job has been posted

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INTERVIEWING APPLICANTS

PIs and supervisors are encouraged to attend training provided by UF Training and Development.

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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

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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.

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INITIAL MEETING WITH OPS EMPLOYEE AFTER HIRE Work Space Expectations Time and Labor Entry

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CHECKING AN EMPLOYEE’S TIME – STEP 1 Time Management Home>Payable Time

Detail

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CHECKING AN EMPLOYEE’S TIME – STEP 2 Enter Employees ID and the start date & click Search Check Payable Status

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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

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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

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APPROVING TIME – STEP 4 My.ufl.edu>Manager Self Service>Time

Management> Time Management Home

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APPROVING TIME – STEP 5 Approve Payable Time

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APPROVING TIME – STEP 6 Check “Get EmplID” Enter employees UFID (numbers only)

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APPROVING TIME – STEP 7 If the time is correct, check the approve box Click Approve

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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

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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)

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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

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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

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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

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EXAMPLE OF COST SHARE FORM

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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 (janisz@ufl.edu). 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.

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BUDGET SUMMARY EXAMPLE

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BIWEEKLY POSTINGS DETAIL

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OPS PROJECTIONS DETAIL

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EXPENSE DETAIL

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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