GRANT DEVELOPMENT &
MANAGEMENT GUIDE
MORAINE PARK TECHNICAL COLLEGE
235 N. National Avenue, P. O. Box 1940, Rm. E-103
Fond du Lac, WI 54936-1940
Grants Office
James D. Huycke, Associate Director of Grants
[email protected]
(920) 924-3518
Jackie Jarvis, Grants Coordinator
[email protected]
(920) 924-6433
Sue Wiese, Grants Specialist
[email protected]
(920) 924-3230
Revised October 2014
TABLE OF CONTENTS
Grant Proposal Development Process & Checklist ........................................................................................ 2
Grant Initiative Tiers...................................................................................................................................... 3
Proposal Submission Deadlines ..................................................................................................................... 4
Grant Management Checklist ........................................................................................................................ 5
MPTC Resources for Grant Support ............................................................................................................. 6
Attachments: Forms are at: myMPTC portal > Employee tab > Common Employee Forms
Attachment A: Concept & Investigation Approval Form .............................................................................. 7
Attachment B: Project Development Checklist ............................................................................................. 9
Attachment B.1: Personnel Costing Worksheet ........................................................................................... 10
Attachment B.2: Institutional Effectiveness Research Request Form ......................................................... 12
Attachment B.3: Institutional Effectiveness Report Request Form ............................................... 13
Attachment C: Current and Prospective Grants ........................................................................................... 15
Attachment D: MPTC Grants Calendar ....................................................................................................... 16
Attachment E: Documents of Grant Management ...................................................................................... 17
Attachment F: Individualized Grant Management Plan .............................................................................. 18
Attachment G: WTCS Grant Application Review ........................................................................................ 19
Attachment H: Time and Effort Reporting ................................................................................................ 20
Attachment I: Pre and Post Award Processes ............................................................................................. 21
Attachment J: Post Award Processes .......................................................................................................... 22
Attachment K: Grants Office Policy and Procedure .................................................................................... 23
PURPOSE OF GRANTS
The primary purpose for securing external grant funds is to support activities that could not be made
possible with current operating dollars. Funding sources typically use grants to invest in a unique or
innovative project rather than to address budget relief or ongoing operations. This type of funding is
typically used as “seed” money to develop a successful solution that can be institutionalized for long term
sustainability. All proposals for external funds must be aligned with the College’s Strategic Plan.
GRANTS OFFICE
The Grants Office (GO) is a college-wide point of contact that advances academic and student initiatives,
cultivates innovation, and supports collaborative partnerships. It assists with identification of funding
sources through the development of ideas, and the preparation and submission of grant proposals. This
office also supports College staff in the oversight of grant management, including compliance review,
performance monitoring, evaluation and close-out. Initial grant implementation is the responsibility of
the GO staff to ensure the College meets all contract provisions. The GO monitors grant reporting and
budgets to check that proper documentation is collected, filed and submitted to the funding source. When
considering outside funding you must consult with the GO prior to contacting the funding source.
GRANT DEVELOPMENT & MANAGEMENT GUIDE
1
GRANT PROPOSAL DEVELOPMENT PROCESS & CHECKLIST
All grant requests must align with the College’s Strategic Plan. Following the process for all grant
proposals, whether they are routine, annual WTCS submissions, or a new funding source, will ensure
grant opportunities appropriately address College needs. Grant projects will be categorized by “tiers” to
define the level of approval needed from unit leaders (VPs), as described in more detail on page 3.
Although a tiered system is used for VP approval, a standardized process for grant planning and
development is in place as summarized below:
Planning Steps & Checklist for Grant Proposal Development





Step 1: Discuss the potential project with your supervisor and how it aligns with the strategic goals
of your unit and the College. Receive formal approval to pursue the grant from your VP, who may
provide an overview to the President’s Cabinet for approval. Documentation of this step is required
by completing the CONCEPT & INVESTIGATION APPROVAL FORM (Attachment A). During
this process, feel free to contact the GO for assistance.
Step 2: Add the signed CONCEPT & INVESTIGATION APPROVAL FORM to the Grant
Managers shared drive and inform the GO. The assigned GO team member will work with you to
assemble the necessary documents during the investigation phase of the proposal development. This
process may take several meetings. It is imperative to submit the CONCEPT & INVESTIGATION
APPROVAL FORM in a timely manner, and at a minimum 30 days in advance of the due date.
Step 3: Your VP will identify any key personnel to help you develop the proposal. GO staff will
assist you in writing the proposal. As part of this process, you will be responsible to ensure that the
PROJECT DEVELOPMENT CHECKLIST (Attachment B) is completed and the appropriate
signatures are entered. It is necessary to adhere to each unit’s deadline listed on the form for
timeliness of review. Please note that Human Resources (HR) needs at least one week advance
notice to review a “Personnel Costing Worksheet”; this form must be included with the Project
Development Checklist (Attachment B.1). An “Institutional Effectiveness Research Request Form”
must be submitted to [email protected] at least 4-6 weeks in advance if requesting a
survey, focus session or market research (Attachment B.2). An “Institutional Effectiveness Report
Request Form” must be submitted to [email protected] at least 2-3 weeks in advance if
requesting data from Banner (Attachment B.3). Finally, you will be required to provide your
proposed measureable outcomes to the Research Analyst for review as part of the Project
Development Checklist process.
Step 4: Final draft reviewed by the GO. Present the final draft to your VP for review, edits and
approval; then submit to the GO 7 working days prior to grant deadline (via the Grant Managers
shared drive) which will be responsible for circulating the proposal and gaining approval from the
applicable VPs, based on tier, using the Final Grant Review and Approval section of the PROJECT
DEVELOPMENT CHECKLIST (Attachment B). The GO will gain final approval from the College
President (new proposals only) and handle submission of all required proposal documents.
Step 5: For all post-award modifications and interim and year-end reports, submit to the GO for
review. The GO will document any necessary approvals from VPs.
GRANT DEVELOPMENT & MANAGEMENT GUIDE
2
GRANT INITIATIVE TIERS
All grant proposals will go through three primary stages during development and implementation, as
follows: Planning (Stage 1), Submission Process (Stage 2), and Modifications & Reports (Stage 3).
During Planning (Stage 1), grant developers will gain approval from their VP to pursue the grant,
complete the Concept & Investigation Approval Form (Attachment A), and prepare a proposal draft.
Once a draft has been completed, the grant application enters the Submission Process (Stage 2) in which it
is reviewed by GO and gains approval from VPs and the College President (new proposals only). At the
successful culmination of this stage, the grant is submitted. Once awarded, grant projects will move into
implementation and may require modifications and interim and year-end reports (Stage 3). Grant projects
will be categorized by a “Tier” that articulates the level of approval needed by the VPs contingent on units
impacted. A description and graphic of “Tiers” is provided below.
Grant Review Process Matrix
Tier 1
Stage 1: Planning
Concept Stage Pre-Approval Process by Accountable Unit Leader (VP)
x
Project Development Checklist by HR, IT, Finance, Facilities, IE—
x
check-off only required as decided by VP
Stage 2: Submission Process
Accountable VP Approval of Draft (before Grants Office & other VP review)
x
Grants Office Review
x
VP Review
Accountable
x
Impacted
x
All
Optional
College President Review (R) & Signature (S) (new proposals only)
R&S
Stage 3: Modifications & Interim / Year-End Report Review
Grants Office Review
x
VP Review
Accountable
x
Impacted
x
All
Optional
Tier 2
x
x
x
x
x
Optional
Optional
S
x
x
Optional
Optional
Stage 1 (Planning):
 Proposals in both Tier 1 and 2 require preapproval by the accountable VP using the Concept &
Investigation Approval Form.
 After the Concept form is completed, the accountable VP indicates which personnel on the Project
Development Checklist are applicable to the proposal review process (including additional
personnel and optional VPs).
 The grant manager completes all necessary forms and develops a final draft.
Continuing to Stage 2 (Submission Process):
 The final draft proposal is initially submitted to the accountable VP.
 The accountable VP reviews the draft proposal and notifies the Grants Office that the review is
complete. The Grants Office makes further edits and refinements and assures accuracy with
guidelines.
 A final draft (saved to the shared drive) will be sent to designated impacted VPs for review and
signoff on the Final Grant Review and Approval section of the Project Development Checklist.
The College President is then notified to make final approval (new proposals only).
GRANT DEVELOPMENT & MANAGEMENT GUIDE
3
After grant award, all subsequent budget and program modifications and interim and year-end reports will
be submitted to Grants Office for review; Grants Office will gain input from the accountable and
impacted VPs, with the option provided for all VPs to review. Grants Office will ensure that any
applicable units, such as HR or Finance, are involved in modifications. Tier 1 Examples: WTCS (AEFL,
GPR, and VEA) grants, except Workforce Advancement Training grants; U.S. Department of Education
Student Support Services; and NSF Interactive Media Design.
Tier 2 proposals require review by the accountable VP and the VP of any impacted unit during the
Planning Process (Stage 1). Once the Project Development Checklist is completed and the proposal is
reviewed by applicable VP(s), the College President is alerted for approval (new proposals only). Any
subsequent budget and program modifications and interim and year-end reports will be reviewed by
Grants Office and reviewed and approved by the accountable VP. The Grants Office will ensure that any
applicable units, such as HR or Finance, are involved in modifications. Any other VP will have the
option to review, as well. Tier 2 Examples: WIA, Wisconsin Covenant Grant Foundation, and
Workforce Advancement Training grants.
Rationale
The system of classifying sponsored funding sources into tiers, and the associated policies and procedures
are designed to minimize exposure to risk on the part of Moraine Park Technical College. Sources of
external funding are to be classified based on an assessment of risk, including, but not limited to:
 the amount of funding,
 requirements for matching (particularly cash match),
 requirements to sustain the project and/or personnel beyond the grant period, and
 the extent of reporting requirements.
These rationale are designed to serve as general guidelines for the Grants Office in determining whether a
given funding source falls into Tier 1 or 2.
Tier 1
Funding in excess of $100,000 per year
Cash match requirement
Requirements that mandate sustaining the project and/or personnel beyond the grant term
Tier 2
Funding less than or equal to $100,000 per year
No cash match requirement
No requirement that mandates sustaining the project and/or personnel beyond the grant term
No new personnel
Click here for list of current and prospective grants
PROPOSAL SUBMISSION DEADLINES
All grant proposals will be submitted to VPs by GO based on the grant tier. GO will also seek final
approval from the College President (new proposals only). The MPTC Grant Calendar lists the deadlines
for submission of all draft grant proposals, as well as interim and year-end reports, to GO. The Concept
& Investigation Approval Form must be submitted to GO a minimum of 30 days in advance of the
application due date to allow for the appropriate review and approval process. Please note that deadlines
will be monitored very closely; missing a deadline may jeopardize submission. The MPTC Grants
Calendar is posted on myMPTC under the Employee tab, Data & Grants channel, and is available in
Microsoft Outlook as MPTC Grants.
GRANT DEVELOPMENT & MANAGEMENT GUIDE
4
GRANT MANAGEMENT CHECKLIST
Successful grant implementation requires precision, documentation, and timeliness. Modification of the
original proposal requires review and approval by the grant manager and VPs, per requirements of the
grant’s Tier. Inaccurate grant management can lead to financial penalties for the district, and to discipline
of employees responsible for any grant management failures. Grant work must follow all applicable laws,
regulations, rules, contracts, policies, and procedures with which all grant managers must become
familiar. Refer to Attachment E for a list of Documents of Grant Management. Always contact the GO
for assistance and clarification of rules and regulations. The checklist below provides a brief overview of
important grant management steps.











Work with the GO to develop an Individualized Grant Management Plan, as needed, that will
outline your project-specific tasks and considerations (see Attachment F). This plan will articulate
the Tier level of the grant and key management responsibilities, applicable regulations, accounting
and purchasing procedures, tracking needs, timelines, and requirements for reporting, auditing,
and closeout. The Individualized Grant Management Plan will be filed on the grant managers
shared drive in your project’s folder.
Review all key grant documents, including the initial grant application packet, proposal, budget,
award letter, authorizing legislation, and related guidance. Understand the grant goals, objectives,
activities, implementation plan, budget, and deliverable products.
Use the WTCS Grant Application Review document to assure each pertinent area has been
addressed. (Attachment G)
The GO will meet with grant managers frequently to review project and budget status, and to
assess progress on stated goals and outcome objectives.
Keep detailed, accurate, and well-organized records of all activities, documents, and
communications related to the grant project. Back up all electronic records. Do not discard paper
source documents without checking with the GO first.
If required, start immediately on documenting Time and Effort or entering Client Reporting data.
Work with the Finance Office and the GO to monitor your budget closely. Expend funds on a
timely and consistent basis adhering to the grant budget. It is expected that 100% of grant funds
will be expended by the end of the grant budget period. Ensure that matching funds and in-kind
services are tracked, if required.
Contact the GO as soon as possible with budget or program modifications, or if you encounter
challenges with spending down 100% of funds.
Adhere to the MPTC Grants Calendar for due dates and timelines on any reports and/or to request
data and information from other units (e.g., Finance, Institutional Effectiveness, HR, etc.). An
“Institutional Effectiveness Report Request” must be submitted to [email protected] at
least 2-3 weeks in advance if requesting data from Banner (attachment B.3), and at least 4-6 weeks
in advance for a Research Request such as a focus group.
Ensure that the GO has copies of grant project reports (interim, year-end, final, and external
evaluation). Forward copies of all report submissions to the GO prior to submission, for review
by the VPs.
Work with the GO to understand and comply with all closeout procedures.
GRANT DEVELOPMENT & MANAGEMENT GUIDE
5
MPTC RESOURCES FOR GRANT SUPPORT
Name
Title
Phone
Email
James D.
Huycke
Jackie Jarvis
Sue Wiese
Carrie
Kasubaski
Beth Mendoza
Associate Director of Grants
924-3518
[email protected]
Grants Coordinator
Grants Specialist
Director of Finance
924-6433
924-3230
924-3236
[email protected]
[email protected]
[email protected]
Director of Human Resources
924-3232
[email protected]
Gloria Arenz
Instructional Technology Computer
Specialist
Director of Facilities
Director of Marketing &
Communication
Research Analyst
(to help with data needs)
Director of Administrative Services
Manager of User Services
924-3121
[email protected]
929-2136
924-6326
[email protected]
929-2483
[email protected]
924-3517
924-3178
[email protected]
[email protected]
Director of Network Services
924-6318
[email protected]
Instructional Technology Specialist
929-3155
[email protected]
Tim Flood
Scott Rudie
Ben Konruff
Brian Lewis
Lila
Buytendorp
Larry
Plamann
Hannah Rice
GRANT DEVELOPMENT & MANAGEMENT GUIDE
[email protected]
6
ATTACHMENT A: CONCEPT &
INVESTIGATION APPROVAL FORM
Notify the Grants Office a minimum of 30 days before grant due date.
Accountable Unit Leader (VP): Click here to enter the name of your VP.
Name of Grant Developer: Click here to enter your name.
Contact Information for Grant Developer: Click here to enter your phone and email.
Continuing grant? Yes ☐ No ☐
Funding Source & Grant Program Name (if known): Click here to enter text.
Brief summary and supporting evidence: Click here to enter one paragraph.
Projected revenue/FTE generation (or cost savings): Click here to enter text.
How will the project be sustained when the grant funding ends? Click here to enter text.
Proposed Budget
PERSONNEL
Job Title*: Enter text.
New hire? Yes ☐ No ☐
Existing staff? Name: Enter text.
Same hours ☐ Expanded hours ☐
Intend to transfer to general college fund
at end of grant? Yes ☐ No ☐
% General
Fund
% Grant
funded
Salary
Benefits
Total
Job Title*: Enter text.
New hire? Yes ☐ No ☐
Existing staff? Name: Enter text.
Same hours ☐ Expanded hours ☐
Intend to transfer to general college fund
at end of grant? Yes ☐ No ☐
Total
*Use existing or best possible current MPTC job title for new positions. Develop and submit new job description on approval.
GRANT DEVELOPMENT & MANAGEMENT GUIDE
7
Continued on next page
Total
Proposed Budget continued
NONPERSONNEL (describe each item)
Travel Enter text.
Equipment-Major Enter text.
Equipment-Minor Enter text.
Software Enter text.
Supplies Enter text.
Other Enter text.
Total
Grand Total
This proposal may require new facility space: Yes ☐ No ☐ If yes, at: BD ☐ FDL ☐ WB ☐*
Signatures (type name, check box, and type date)
(for approval to pursue grant initiative)
Checking box
below represents
your signature
Date
Grant Developer: Click here to enter name.
☐
Date: Click here to enter a
date.
Immediate Supervisor, if applicable: Click here to enter name.
☐
Date: Click here to enter a
date.
Dean, if applicable: Click here to enter name.
☐
Date: Click here to enter a
date.
*Director of Facilities: Click here to enter name.
☐
Date: Click here to enter a
date.
Vice President: Click here to enter text.
☐
Date: Click here to enter a
date.
President:** Click here to enter name.
☐
Date: Click here to enter a
date.
☐
Date: Click here to enter a
date.
**Only required for NEW grant applications.
Grants Office: Click here to enter name.
grants/final/templates/grant forms/Concept Investigation Approval Form.docx
10.20.14
GRANT DEVELOPMENT & MANAGEMENT GUIDE
8
ATTACHMENT B: PROJECT DEVELOPMENT CHECKLIST
Notify the Grants Office when completed.
Grant Proposal Title: Click here to enter text.
Funding Source: Click here to enter text.
Point of Contact: Click here to enter text.
 Accountable VP – NAME: Click here to enter text.:
Indicate personnel required to check off (boxes at left and under “Final
Grant Review & Approval” column at right)
☐ Institutional Effectiveness [needs the following advance notice:
4-6 weeks for surveys, focus sessions, market research (use IE Research
Request Form);
2-3 weeks for data in Banner (use IE Report Request Form)]
(Ben Konruff, [email protected], Ext. 2483)
- Consulted regarding data needs; reviewed outcome objectives
☐ Human Resources consulted regarding positions (needs 1 week
advance notice; submit Personnel Costing Worksheet & save the
finalized worksheet in the Grant Managers folder) (Beth Mendoza,
[email protected], Ext. 3232)
☐ Information Technology consulted regarding technology needs
(Jim Blakeslee, [email protected], Ext. 2114)
☐ Finance Office consulted regarding budget (Carrie Kasubaski,
[email protected], Ext. 3236)
☐ Facilities consulted regarding space needed (Tim Flood,
[email protected], Ext. 2136)
GRANT DEVELOPMENT & MANAGEMENT GUIDE
Checking box below
represents your
signature
Final Grant Review
& Approval
Checking box below
represents your
signature
Comments: Click to enter t
☐
☐ Sheila Ruhland
Date: Click to
enter date.
☐
Date: Click to
enter date.
☐
Date: Click to
enter date.
☐
Date: Click to
enter date.
☐
Date: Click to
enter date.
☐
Date: Click to
enter date.
☐ Kathy Broske
☐ Jim Blakeslee
☐ Bonnie Baerwald
☐
Date: Click to
enter date.
☐
☐
Comments: Click to enter t
Date: Click to
enter date.
Date: Click to
enter date.
9
Comments: Click to enter t
Date: Click to
enter date.
☐
☐ Stan Cram
Comments: Click to enter t
Comments: Click to enter t
☐ SHMPI information completed (Gloria Arenz,
[email protected], Ext. 3121)
☐
Date: Click to
enter date.
☐ Curriculum Development consulted regarding curriculum
(Matt Hurtienne, [email protected], Ext. 3121)
☐ Other review needed (enter explanation as needed) Click to
enter text.
(Name: Click to enter text.)
☐ Director of Institutional Effectiveness (Bojan Ljubenko,
[email protected], Ext. 3229) reviewed
☒ Grants Office reviewed (James Huycke,
Date: Click to
enter date.
☐
Date: Click to
enter date.
☐
Date: Click to
enter date.
Date: Click to
enter date.
☐ Jim Huycke
Point of Contact Signature (to certify this is accurate and complete): Click to enter text.
10.20.14
GRANT DEVELOPMENT & MANAGEMENT GUIDE
Comments: Click to enter t
Date: Click to
enter date.
Comments & Questions: Click to enter text.
Grants \ final \ templates \ grant forms \ project development checklist.docx
☐
☐
☐
[email protected], Ext. 3518)
☐ Jim Eden
10
☐
Date: Click to
enter date.
Comments: Click to enter t
ATTACHMENT B.1: PERSONNEL COSTING WORKSHEET
GRANT DEVELOPMENT & MANAGEMENT GUIDE
11
GRANT DEVELOPMENT & MANAGEMENT GUIDE
12
ATTACHMENT B.2: INSTITUTIONAL EFFECTIVENESS
RESEARCH REQUEST FORM
Submit 4-6 weeks in advance of when you need information for new grants
(use form for surveys, focus sessions, market research)
GRANT DEVELOPMENT & MANAGEMENT GUIDE
13
ATTACHMENT B.3: INSTITUTIONAL EFFECTIVENESS
REPORT REQUEST
Submit 2-3 weeks in advance of when you need information
(use form for reporting data)
Clic
k
her
e to
ent
er
text
.
☐
Dat
e:
Clic
k
her
e to
ent
er
text
.
VP Finance & Administrative Services:
GRANT DEVELOPMENT & MANAGEMENT GUIDE
14
Attachment C: Current and Prospective Grants
GRANT DEVELOPMENT & MANAGEMENT GUIDE
15
ATTACHMENT D: MPTC Grants Calendar
GRANT DEVELOPMENT & MANAGEMENT GUIDE
16
Attachment E: Documents of Grant Management
(This information will be updated as soon as the Omnibus Circular is available
Documents of Authority
Applicable to
All grant proposals must comply with Moraine Park grant
administrative procedure. See Attachment K.
All grants
Planning and Budget Document
District grant budgets will be prepared according to the Financial
Accounting Handbook. This document contains complete
definitions of all accounting and reporting codes and definitions.
All grants
EDGAR (Education Department General Administrative
Regulations)
Provisions of Title 34 Code of Federal Regulations, Parts 74-86
and 97-99 are presented by the U.S. Department of Education as
the Education Department General Administrative Regulations, or
EDGAR. This document outlines general provisions for seeking
and managing federal grants.
All federal grants,
including federal grants
administered through state office
OMB (Office of Management and Budget) Circulars
The District is bound by the regulations in circulars published by
the Office of Management and Budget in the Executive Office of
the President:
Circular A-21 applies to educational institutions
Circular A-87 applies to cost principles
Circular A-102 applies to administrative requirements
Circular A-110 applies to higher education, hospitals, nonprofits
Circular A-133 applies to audit requirements.
NOTE: Effective 12/26/2014 the above will be superseded by
2 CFR 200, Uniform Grant Guidance, for funds received after that
date.
All federal grants,
including federal grants
administered through state office
Time and Effort
Information can be found on the portal at the Employee tab, Data
& Grants channel, Time & effort reporting
Federal and WTCS grants
Grant Client Reporting guidelines
Information can be found on the portal at the Employee tab, Data
& Grants channel, WTCS client reporting
Applicable state WTCS grants
Human Resources
Information can be found on the portal at the Employee tab,
Resources, Recruitment & Hiring Guide
All grants
Information Technology
Information regarding the SHMPI grant process can be found on
the portal at the Employee tab, Employee Resources
All grants
GRANT DEVELOPMENT & MANAGEMENT GUIDE
17
Attachment F: Individualized Grant Management Plan
Note: This is a list of preliminary considerations, to be individualized for each grant project
1. Name of Grant Project, Funding Source, & Tier Level: Click here to enter text.
2. Grant Number: Click here to enter text.
3. Name of Unit Leader (VP): Click here to enter text.
4. Name of Grant Manager: Click here to enter text.
5. Grant Duration (# of years), Fiscal Year Dates, & Grant Amount By Year: Click here to enter text.
6. Setup of Budget Codes: Click here to enter text.
7. Applicable Regulations: Click here to enter text.
8. Reporting Requirements & Due Dates (interim, year-end, etc.): Click here to enter text.
9. Time & Effort Reporting Procedure (if required): Click here to enter text.
10. Client Reporting Needs (if required): Click here to enter text.
11. Matching Funds Tracking Process (if required): Click here to enter text.
12. Expenditure Process: Click here to enter text.
13. Purchase of Supplies & Equipment (if applicable): Click here to enter text.
14. Project Compliance & Monitoring Process (e.g., meetings with GO, etc.): Click here to enter text.
15. Budget & Program Modification Process: Click here to enter text.
16. Project Closeout Requirements & Procedures: Click here to enter text.
GRANT DEVELOPMENT & MANAGEMENT GUIDE
18
Attachment G: WTCS Grant Application Review
D EPARTMENT OF I NST ITUT IONAL E FFECT IV ENESS
G RANTS O FFICE
WTCS Grant Application Review
Name: Click here to enter text. Grant: Click here to enter text. Date: Click here to enter a date.
Project Number: ☐ Identifier, Activity, Appropriation, Purpose, Grant
Abstract
☐ 200 word limit
☐ Purpose
☐ Complete name of organization
☐ Problem
☐ Activities
☐ Outcomes/indicators
☐ Funding requested and ☐ Number Served (match to budget, cover page, etc.)
Application Narrative
☐ 10 page limit for 13 Narrative, 14 Courses/Workshops and 15 Evaluation
☐ Needs, outcomes and activities align with each other and purpose of the grant
Need
☐ 1,000 word limit
☐ Gaps/weaknesses
☐ Problem
☐ Students served (participants) ☐ Local data supporting need/Client
☐ Effectiveness data if continuing project; needed adjustments made
Input
☐ Students, Advisory committees, Faculty and staff, Deans, VPs, Grants Office, IE, others as appropriate
☐ Coordination of funding with other sources
Outcomes
☐ Measurable change ☐ Addresses need
☐ Identify purpose
☐ Quantify number of participants achieving outcome ☐ Include every item in budget narrative
Activities
☐ Six sentence limit (bulleted lists as needed) ☐ Cross-referenced to budget ☐ Allowable
☐ Specify the number/type of services/products ☐ Participants benefitting; number realistic
☐ What is being done ☐ How it is conducted ☐Why it is necessary for the outcome
☐ Position(s) Responsible: (include advisory committee) Title, what they do, workload, e.g., 1.0 FTE
☐ Position titles match exactly throughout proposal
☐ Start/end date or “Continuing throughout the fiscal year.”
Courses/Workshops
☐ Number (aid code and instructional area)
☐ Name
☐ Credits
☐ Summary of subject matter
☐ Number and title consistent throughout application ☐ Number of instructional hours if no course number
Monitoring and Evaluation
☐ Describe monitoring process for all activities ☐ Identify methods and/or instruments, including data collection
☐ Include all outcomes (assess actual vs. planned; activity effectiveness) ☐ Describe modifications as needed
☐ Identify position(s) responsible; roles in data collection, monitoring, evaluation
☐ Use of Client as appropriate ☐ Comply with quarterly reporting
☐ Post curriculum deliverables to repository
Standard Financial Report
☐ Project number as above
☐ Title
☐ Time period ☐ Line items
☐Names, contacts, date
Budget Narrative
☐ Each line item appears in outcomes/activities
☐ Show calculations
☐ Check all figures (especially benefits with Workmen’s Comp.)
☐ Cross check all totals (abstract, SFR, etc.)
Other
☐ Double check content against Review Criteria ☐ Required attachments included
GRANT DEVELOPMENT & MANAGEMENT GUIDE
19
Attachment H: Time and Effort Reporting
(This information will be updated as soon as the Omnibus Circular is available)
Moraine Park Technical College (MPTC) Time and Effort Reporting is primarily based on the
U.S. Department of Education Guidelines for Support of Salaries and Related Costs Under
Programs of the U.S. Department of Education for Entities Governed by OMB Circular A-87;
guidance supplied by Schenck, SC, auditors; and WTCS policies for “Required Support
Documentation” in Remuneration Standards for Federal and State Grants.
WTCS “Required Support Documentation” states, in part, that documentation must identify the
employee, fiscal period, salary, and position. This documentation or ancillary documentation
must identify the federal or state projects involved and the time and effort proration to each
project. Also, position descriptions must be available. Salaries must be supported by confirming
documentation which may consist of time and effort reports, written confirmation by the project
supervisor, or similar documentation. Salaries or wages of employees assigned to more than one
grant program or other cost objective must be supported by time distribution records signed by
the employee. Confirming documentation must be generated contemporaneously at least
monthly for instructional and non-instructional staff. Affirming documentation must be signed
by a supervisor knowledgeable of the time and effort of the individual employee.
Accordingly, all MPTC personnel supported by federal funds as well as those supported by funds
originating from WTCS, including, but not limited to AEFL, GPR, VEA and WAT grants,
follow time and effort reporting standards as primarily set forth in the Office of Management and
Budget (OMB) Circular A-87. There are two types of required time and effort records: general
semi-annual certifications and detailed monthly reports. The type of required record depends on
whether job responsibilities reflect single or multiple cost objectives, the difference of which is
determined by how an employee works, not how the employee’s position is funded.
An individual who has a single cost objective has a position dedicated to a singular purpose, and
completes semiannual certifications that are signed by a supervisor with first-hand knowledge of
the employee’s work. An individual with multiple cost objectives (e.g., serving different student
populations with one or more grant sources) must complete detailed monthly reports, after the
work has been completed. Reports must reflect the individual’s total work time and identify the
portion of time spent on the grant project. The report must be signed by the employee, and
supported with documentation of actual effort, not estimates. Supporting documentation could be
a work calendar, work product, time log, or class schedule. Relying on time estimates identified
in the grant budget rather than actual time recorded through a work calendar or class schedule
can result in an audit or monitoring finding of unallowable costs.
When payroll is processed based on budgeted or estimated time and activities, payroll records
must be compared to time and effort reports at least quarterly. During the comparison, if the
difference between what is budgeted and what is documented in the time and effort reporting is
greater than 10 percent, then payroll charges must be adjusted at the time of comparison. In
addition, subsequent quarterly estimates must be amended to more closely reflect actual activity.
If the difference between what is budgeted and what is documented in the time and effort
reporting is less than 10 percent, the adjustment does not need to occur until the end of the year.
However, in the final quarter, payroll charges for the year must be adjusted to reflect actual time
spent as supported by time and effort reports.
Specific instructions and required forms are located in the Data & Grants channel of the MPTC
Portal.
GRANT DEVELOPMENT & MANAGEMENT GUIDE
20
Attachment I: Pre and Post Award Processes
grants/final/grant info gen/grant dev/grant handbook/reporting.docx
GRANT DEVELOPMENT & MANAGEMENT GUIDE
21
Attachment J: Post Award Processes
GRANT DEVELOPMENT & MANAGEMENT GUIDE
22
Attachment K: Grants Office Policy and Procedure
PART I: TO BE COMPLETED BY FUNCTIONAL UNIT LEADER
Functional Unit
Academic Affairs
Procedure Development Delegated to:
Associate Director of Grants
Policy Type
Presidential Parameter (IV)
Policy Title
Budget Management
System Title
Organizational Leadership
Major Process Title
Resource Development
Procedure Number
4FRD0101
PART II: TO BE COMPLETED BY INDIVIDUAL RESPONSIBLE FOR DEVELOPMENT
OF PROCEDURE
Procedure Title
Resource Development
Keyword(s)
grant development and management, foundation
funding, grant compliance
Reference(s)
Original Date
09/2004
Revision Date
09/2013
Narrative Description of Procedure
e.g., principle/purpose/definitions/applications/limitations
Grants Procedure Statement for Moraine Park Technical College
I. Purpose and Authority
The purpose of this organization-wide procedure statement on grant administration is to establish
the necessary rules for the administration of grants at Moraine Park Technical College. The
authority to issue policies and procedures on grant administration is founded on the Presidential
Policy Category #4 dated December 19, 1996, and adopted by the Board of Directors.
II. Persons and Areas Affected
This is an organization-wide Policy Statement affecting all departments that research, apply for or
administer grants.
a. Guidelines Regarding the Authority to Apply for Grant Funding
Only the President or an authorized designee may sign and submit grant applications on behalf of
Moraine Park Technical College.
b. Coordination of Grant Operations
Moraine Park Technical College must be able to track and manage grants at all stages of the
grants process from preliminary research through project closeout. To accomplish this guideline
requirement, the Grants Office is hereby established within the Office of the Vice-President of
GRANT DEVELOPMENT & MANAGEMENT GUIDE
23
Academic Affairs. The Grants Office will be responsible for:
1) Developing, revising, and distributing the official grants policies and procedures of Moraine Park
Technical College.
2) Coordinating the tracking of grant applications, awards and major project decisions associated
with awarded grants.
3) Assisting departments with the interpretation and application of city, county, state, federal or
other grant policies.
The Grants Office is an organization-wide point of contact for preliminary funding research and the
preparation of grant proposals. The role of this office is to:
1) Research appropriate funding opportunities.
2) Inform all departments about relevant funding opportunities.
3) Assist in the development and writing of grant proposals.
4) Upon request, review proposals written by other departments.
5) Ensure that all personnel involved in grant planning processes, proposal development, and
subsequent program modifications follow the appropriate approval and review process as per the
Grant Development and Management Guide.
6) Offer training and technical assistance in proposal writing.
7) Submit Grant Award and compliance guidelines to Finance Office. Copies are given to Grant
Manager and/or their manager if needed.
8) Review budget and activities of grants twice a year.
9) Provide liaison between Grant Manager and College for access including Banner, training
opportunities, etc.
10) Work collaboratively with Grant Managers and appropriate internal staff to prepare for external
audits and evaluations as requested by funding source.
Departments are strongly encouraged to develop and share their own expertise in the grant
development/proposal writing and to use the services of the Grants Office when needed.
c. Acceptance of Grants
Federal and Foundation grant awards must be accepted by the President’s Cabinet or their
designee. Prompt acceptance of grant awards either by regular or emergency adoption is essential
in order to expedite the execution of awarded grants by the President or authorized designee. To
ensure that grants are promptly accepted by Moraine Park Technical College, the following shall
be observed by all departments:
1) The President or an approved designee is the only person authorized to sign and accept grant
awards.
d. Responsibility for Grants
President of the College shall:
1) Inform Board of grant award
2) Sign any necessary documents for receipt of grant award
3) Provide information to community regarding the receipt of funds
Vice Presidents, Deans, Associate Deans, faculty and key technical staff are responsible for
identifying problems within the system, generating project ideas/solutions, identifying additional
funding opportunities, participating in program planning, proposal writing, managing the day-to-day
functions and addressing compliance issues associated with a successful grant award.
Those aforementioned personnel charged with grants responsibilities shall:
1) Designate a Grant Manager for every grant awarded to the department.
2) Implement awarded grant projects according to the terms and conditions of each grant award.
3) Ensure the department’s Grant Manager tracks grant awards and consults with the Grants
Office on a regular basis.
4) Ensure that Grant Managers know how to assign project expense codes, complete drawdown
forms and monitor funding using prescribed procedures.
5) Ensure that requests for grant funds are promptly submitted to minimize the advance of internal
funds. Approve grant drawdown requests whether on an advance or reimbursement basis.
GRANT DEVELOPMENT & MANAGEMENT GUIDE
24
6) Attend Grant Managers’ meetings when appropriate and ensure that the department’s Grant
Managers attend meetings hosted by the Grants Office.
7) Ensure that project reporting requirements and deadlines for submission are observed.
8) Self or designee shall act as certifier of all grant documents, as necessary.
Grant Managers shall:
1) Review grant personnel requirements with the Human Resources Department staff.
2) Work with Human Resources to post and fill positions.
3) Review grant objectives, activities, and budget and share with staff when applicable.
4) Work with IT staff to gain access to Banner.
5) Direct the allocations of funds for the grant by working with the Finance Office to set up
accounts.
6) Inform staff working in grants via form letter of percentage of staff time in grants.
7) Oversee to ensure that Time and Effort logs are completed and filed monthly, if required, and/or
Semiannual Grant Certification Memos completed, if required.
8) Monitor, approve and maintain monthly records of Time Accounting (after-the-fact), if required.
9) Maintain records of match or leveraged funds. Records will be retained with the grant budget
documents for at least five (5) years.
10) Complete by the deadline all necessary reports (e.g., expenditure reports, mid-year or end-ofyear, client reporting, reimbursement requests, and performance evaluations). Disseminate copies
to supervisor and Grants Office as appropriate.
11) Forward any correspondence with funding sources including, but not limited to, copies of
changes to award letters, denial letters/emails, major budget changes, reports, and other important
documents related to the College's grant to the Grants Office.
12) Hold meetings as needed, at least quarterly, with Finance Office to review budgets and make
adjustments.
13) Certification records, if required, will be signed by Grant Manager and Grant Manager’s
supervisor. Fiscal records will be certified by Grant Manager and Finance Office. A copy will be
maintained with grant records by the Grant Manager.
14) Grant Managers will be required to attend all Grant Manager training and meetings and follow
College procedure for professional development. Required training includes: new Grant Manager
orientation, time and effort, budgets, reporting requirements, grant modifications, client reporting,
and funding source training, if applicable.
15) Follow College procedure for purchasing equipment. Grant Managers must follow the SHMPI
process for ordering equipment and software, by reentering from the grant SHMPI form to College
SHMPI form. Inventory lists that include serial numbers, location and description of items will be
updated annually and maintained by the Grant Manager.
16) Follow funding source guidelines for usage and disposal of inventoried items after granting
period.
17) Sign and approve subcontracts or sub-grants. Involve Dean of Economic and Workforce
Development and Finance Office as applicable to ensure compliance. Grant Managers will
maintain records of all subcontracts.
18) Follow granting agency guidelines for grant closeout procedures. Grants Office and Finance
Office will assist Grant Manager with closeout requirements. Grant records must be retained for
five years in the event of an external audit.
e. Human Resource Department Grant Functions and Responsibilities
The Director of Human Resources or designee shall:
1) Receive personnel requirements and submit information to Human Resource Committee for
approval. Grant Managers will use the process as identified in the Grant Guidelines, i.e.,
completion of the personnel costing sheet, when developing a proposal.
2) Work with Grant Manager to hire personnel in the grant.
f. Finance Office Grant Functions and Responsibilities
The Vice President of Finance & Administrative Services or designee shall:
GRANT DEVELOPMENT & MANAGEMENT GUIDE
25
1) Have exclusive authority to deposit all grant funding received by Moraine Park Technical
College into appropriate accounts designated by the Finance Office.
2) Establish appropriate account code assignments for charging costs to grants. (Account codes
must not conflict with the items of cost contained in the approved grant budget.) Finance staff to
confer with Grant Manager to assure correct allocation of funds.
3) Record revenues and expenditures associated with approved grants.
4) Ensure that the accounting system of Moraine Park Technical College is capable of tracking
revenue and expenditures associated with every grant award regardless of how grant funding is
appropriated.
5) Issue regular reports on the status of grant-funded projects to operating departments and issue
special reports, when needed, to the President and/or Grants Office.
6) Approve grant drawdown requests whether on an advance or reimbursement basis.
g. Independent Audit of Approved Grants
The Vice President of Finance & Administrative Services charges the independent audit firm with
the responsibility for conducting grant compliance audits in conjunction with the single audit
compliance requirements. All grants awarded to Moraine Park Technical College are subject to the
possibility of a compliance audit. The President may request a special internal audit of any grant
awarded to Moraine Park Technical College.
III. Policy Implementation
The Grants Office shall be responsible for implementing this Statement of Procedure on Grant
Administration through procedures and other guidance documents.
Grant info general/grant development/grant handbook/grant development guide rev Oct 2014.docx
10/22/14
GRANT DEVELOPMENT & MANAGEMENT GUIDE
26