Grants Accounting Faqs


Grant Accounting

Eliminate guesswork, and manual export and manipulation of data by your external consulting team. With NetSuite, it’s “done for you” with built-in FASB-defined reporting based on custom GL Segments and a template UCOA approved Chart of Accounts mapped closely to Form 990 line items, customizable by you. Tag and report by Revenue Type, Subtype, Restriction, or any other segment with or without GL impact on the line level for data entry and FASB compliant reporting. Gain real-time access to the financial and operational performance of your organization. Close with confidence with automation for expense amortizations; and dynamic allocations for direct and indirect costs.

  • We also review and are responsible for adherence to applicable Medical School and funding agency policies, billings, Financial Status Reports (FSR’s), and reconciliation and closing of accounts.
  • Track a matrix of relationships between multiple revenue sources, multiple segment dimensions and geographic regions.
  • Track diverse revenue streams such as grants, cash donations, pledges, gifts in-kind, services and ticket sales.
  • If you are looking for information on donations, we cover accounting for donations to nonprofit organizations and, more specifically, nonprofit accounting for stock donations and in-kind donation accounting, separately.
  • When the grant program exhausts the budget funds in that line, no further expenditures will be accepted.
  • Grant Accounting is responsible for all financial processes related to restricted fund activities.

The Service Purchase Contract will be prepared and, after being signed by the vendor, will be forwarded to the Legal Counsel for review and approval. The contract will be returned to Purchasing after the Attorney General has signed the contract and the Purchasing Office staff will forward a copy to the contractor indicating that work may begin. At year the Purchasing Office will issue end a 1099-MISC report to the contractor.

Financial Management

Accounting System Set Up– FML can personally train your staff regarding accounting procedures, controls, and policies, as well as demonstrate different tools necessary to an adequate accounting system. This helps ensure that every individual involved in the grant process at your organization can code expenses properly to your company’s chart of accounts, distribute labor in the general ledger, produce accurate job cost reports, make deposits, and pay bills. FML’s https://www.bookstime.com/ team will work with your organization to ensure improved reporting capabilities and risk reduction while meeting regulatory requirements. Some of the consequences of non-compliance for a grant can result in payment withholding, suspension of award performance, or even the termination of a grant. At FML, we provide a range of accounting, audit, and compliance services tailored to suit your organization’s grant accounting needs, available to companies at any stage in the grant process. In regards to federal, state, and private sponsored programs and financial aid programs, any external agency audits and reviews should be coordinated through Grants Accounting. If your department receives a review notice, or is contacted by an agency representative to schedule an onsite or desk audit, please route the contact to Suzanne Weems.

  • This ideology corresponds with an accounting principle termed the “matching principle” which recommends that the moment you have “reasonable assurance” that you will receive that grant, you should go ahead and proceed with the proper documentation of it.
  • Grant invoices are subject to review by the Accounting Office not only for fund monitoring purposes but also to ensure that the purchase is within the grant guidelines and proper accounting codes are used and shown on the invoices.
  • Reports all expenses broken down by “Program Services”, “Management and General” and “Fundraising,” as required by FASB.
  • That’s why we empower you with development opportunities and real-world experiences to jump-start your career — all with the support of our community.

Grants Accounting serves an important role of ensuring all financial information related to sponsored projects are accurately reported in the University financial statements. This information is captured at the award setup and serves various functions throughout the project’s life-cycle. While the Human Resource Office maintains all employee personnel files, payroll records are kept in the Payroll Office. The payroll record shows the employee’s gross pay, payroll deductions and the University’s share of the fringe benefits.

Student Services

For more information, please visit the Accounting Related Toolssection of our website. The grant accounting area provides services for all grants and contracts received by the University, including preparing financial statements and billings as required by the sponsor; approving purchase requisitions; and providing assistance to principal investigators. This area also provides all accounting services for the CSU Foundation, a private non-profit corporation that solicits contributions and manages endowment funds for the University. Grants in NetSuite maintain all relevant milestones so that vital information is in a single unified system. Contracts & Grants Accounting assists campus faculty and staff in meeting their teaching, research, and operational needs by providing quality financial services for externally funded projects.

If you are looking for information on donations, we cover accounting for donations to nonprofit organizations and, more specifically, nonprofit accounting for stock Grant Accounting donations and in-kind donation accounting, separately. F&A cost is charged based upon the rate and base in the approved award, up to the federally negotiated rate.

The negotiation is based on a review of the University’s costs and assessment of the reasonableness of the charges. Error corrections initiated beyond 60 days or after the project end date are continually an area of audit scrutiny, also requests that appear to use a remaining balance near or beyond the project end date may be questioned. Losses or disallowed costs on other sponsored projects are not allowable cost transfers, please see cost transfer policy. It is preferred that a positive, proactive approach to managing sponsored funding be taken by Principal Investigators and supporting administrative personnel. One system manages donor/grantor/funder/funding source data from receivables and revenue transactions, which simplifies A/R aging, financial reporting, metrics and reconciliation. Contract and Grant Accounting provides the University of New Mexico’s research community with professional expertise and quality customer service in the management of external funding. We strive to provide guidance and support to ensure compliance with UNM policy, state law, federal regulations and agency terms and conditions of funding.


A medical researcher accelerated purchases by 45% with a new tech implementation plan. Matt Tierney and Andrée Bourgon from Grant Thornton discuss how to execute a winning ecosystem strategy to manage insurance companies. Private company boards should bring the backgrounds and insights to understand risks and opportunities and drive the business forward. Now that you have the information to make a determination where a grant falls categorically, it’s time to learn to properly document them. Get all of the information you need to efficiently manage your nonprofit with our monthly newsletter. We are in process of updating content to ensure you have the most up to date information available.

Grant Accounting

All accounts awarded to Tennessee Tech are monitored by Grant Accounting for the life of the grant. Tie time and expenses back to one or more sources of funds; manage grants over multiple years. The watchdog agency Charity Navigator recommends to closely monitor functional expenses to demonstrate commitment to funding programs and services in an efficient way. Gain complete visibility into restricted/unrestricted fund balances and grant contributions at transactional and summary levels. Use over 250 Standard and customized reports and dashboards with real-time access to the financial and operational performance using NetSuite’s customized Reporting Engine.

The Application Of Classes In Grant Accounting

From acquisition through payment, automate the complete procurement process for goods and services. Reports all expenses broken down by “Program Services”, “Management and General” and “Fundraising,” as required by FASB. Create FASB reports—Statement of Functional Expenses, Statement of Activity, Cash Flow, Statement of Functional Expenses—on the fly. Automate financial processes and improve productivity with approval routing workflows for Journal Entries, Purchase Orders and Vendor Bills.

Grant Accounting

Funds are usually transmitted to the bank by the third business day following the drawdown request. The National Science Foundation funds its programs based upon a reimbursement request submitted by the University. Federal grants, which are passing through the Pennsylvania Department of Education, are remitted to the University on a predetermined payment schedule. Other grants or contracts require that the University submit an invoice to obtain funds due.

What Is Grant Accounting

If the grantor is only concerned with the bottom line and the University is free to move the funds among the different budget categories, the pool approach would be recommended. GAO coordinates theeffort reporting process for the University’s faculty and staff. This includes notifying personnel when effort reports are available, tracking completion of each report, following up on incomplete or late reports and providing expertise and guidance regarding the University’s effort certification process. However, before you look to acquire grants, it is important to understand how to account for them so you can keep your financial statements in good order. Good financial habits and clear guidelines on accounting for donations are key to getting additional grants in the future as full financial transparency is required by most grant organizations. During this process if any unallowable expenses are discovered the charges must be transferred to a departmental fund.

The records for each grant project consist of a program file and a paid invoice file. Included in the closed grant program folder will be a Grant Summary Report and a Grant Detail Report subtotaled by account. After the program office has entered a purchase requisition and the Accounting staff has approved it, the Purchasing Office will convert the requisition into a bid or a Purchase Order depending on the dollar cut off. For Purchase Orders exceeding $1,500, bids must first be obtained from at least three vendors, unless the item is available only through a sole source. When the Purchase Order satisfies all the requirements, it is printed and mailed to the appropriate vendor. Like requisitions, Purchase Orders can be viewed online using the Purchasing Query Menu. Requisitions for services are converted to Service Purchase Contracts , which are subject to approval by the University Legal Counsel if exceeding five thousand dollars.


Contract & Grant Accounting (C&G) is under the direction of the Office of the Vice President for Research and the Financial Services Division . C&G is committed to uphold the University’s research mission by providing support in the administration, management and oversight of sponsored projects. Provides Principal Investigators with financial information that allows efficient and timely review of expenditures and effort posted to sponsored projects. Contract and Grant Accounting works closely with the Office of Sponsored Programs in administering pre-award and post-ward activities related to sponsored research, including assistance with budget preparation and filing of required fiscal reports. Please refer to the Office of Sponsored Programs for general information regarding contracts and grants. The Office of Grants and Sponsored Accounting regularly monitors activity and coordinates with pre-award departments, financial offices, departmental administrators, and principal investigators to ensure proper post-award compliance.

Faculty and staff frequently ask for guidance regarding the appropriate expenditure of project funds. The IRS requires a nonprofit organization to complete very specific paperwork documenting all accounting procedures and expenditures for public consumption. This means that these organizations are carefully monitored to ensure that they are following the proper accounting practices and reporting all donations and how they are being used. Maintain and monitor all grants/contracts awarded to UCA to ensure compliance with University policies/procedures and governmental/agency rules and regulations. IAS 20 Accounting for Government Grants and Disclosure of Government Assistance outlines how to account for government grants and other assistance.

Conditional Grants – funds provided that have designated usage requirements or other special implementation rules to constitute how they may be allocated. A donor approves a grant to the donee organization with an agreement that funds will be issued once the organization has raised a specific amount of money from other sources. Allocation schedules for spreading direct/indirect expenses across grant and fund/programs.

Accounting For Grants

Consistently Treated – like expenses are treated the same by the institution given same circumstances.

Cash Advance

Where a grantor does not support the above indirect cost rate, at least 8% of the total grant award must be requested to support University overhead. You can assign each transaction in QuickBooks to a class to track revenue and expenses for a specific program regardless of the chart of accounts.

This ideology corresponds with an accounting principle termed the “matching principle” which recommends that the moment you have “reasonable assurance” that you will receive that grant, you should go ahead and proceed with the proper documentation of it. Deloitte refers to one or more of Deloitte Touche Tohmatsu Limited (“DTTL”), its global network of member firms and their related entities.

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