POST GRANT AWARD
FISCAL ADMINISTRATION

Award Notification
The Office of Research and Sponsored Programs is notified by the granting agency when an award is received. The staff in Research and Sponsored Programs will review all award documents in order to ensure that they are in compliance with University Policy and with the terms agreed on in the proposal document. Once the award document passes their screening process, it will be forwarded to the Grants Accounting Office.

Assignment of Account Number
When the Grants Accounting Office receives the award document from Research and Sponsored Programs, they will set up account numbers and budgets for the grant. The Principal Investigator will receive notice of his or her account number in writing, and will be asked to sign and return a document recording the authorized signature(s) for the grant. The Grants Accounting Office will not assign an account number until it is officially requested by the Office of Research and Sponsored Programs.

Payment of an Expenditure
To request payment of an expenditure on a grant, the principal investigator should send to the Grants Accounting Office: (1) the original invoice stapled to a purchase order (if available), and (2) a copy of the invoice. The principal investigator should review and approve all invoices and indicate the account number from which the expenditure should be paid. Either the principal investigator or another person(s) he or she has designated as authorized to approve expenditures on the grant must sign each invoice.

For equipment costing over $ 5,000, bidding procedures or sole source documentation must be sent to the Grants Accounting Office. (Federal Regulations require this for all federal grants). The Office of Financial and Accounting Services reserves the right to withhold payment to the vendor until all proper documentation is received. Copies of all purchasing documentation for equipment over $ 5,000 will be filed in the grant's file in the Grants Accounting Office. The Purchasing Department can assist the principal investigator with proper bidding procedure (see Purchasing section).

The Grants Accounting Office will review all invoices charged to a grant in order to determine allowability of costs within funding guidelines, as well as to verify that sufficient funds are available and that budget per line item is maintained. However, it is the responsibility of the principal investigator to ensure that purchases are allowable within the grant guidelines. The Grants Accounting Office also reviews invoices in accordance with cost allowability principles found in OMB Circular A-21. Items which are not allowable include, but are not limited to:

• Entertainment (includes personal recreation, movies, snacks)
• Alcoholic Beverages
• Promotional Items
• Advertising
• Club Dues
• Legal Fees

No expenditure payment will be approved prior to notification of funding approval by the agency or program. Restricted account numbers are not set up in the general ledger until the project is approved for funding.

Travel Reimbursements
All requests for travel reimbursements must follow Wake Forest University's guidelines for reimbursement, i.e. currently 34.5 cents per mile, and documentation of additional expenses. (Mileage is not paid for rental or courtesy cars; however, gasoline costs will be reimbursed with appropriate documentation). Documentation is required for all lodging costs and any other travel expense of $ 25 or more. Documentation should consist of itemized receipts or itemized bills. A cancelled check alone is not sufficient; it should be accompanied by an itemized bill from the payee. An American Express account opened in the faculty member's name and sponsored by Wake Forest University is available, and use of the card is encouraged.

Complete copies of Wake Forest University's travel and accounts payable policies are included in the appendix.

Financial Reports
Budget reports consisting of a summary and transaction detail of income and expense accounts on each grant are available through the PeopleSoft nVision system on a real-time basis. The principal investigator should review these reports in a timely manner. If the principal investigator has any questions or concerns in regard to his/her budget report, he or she should contact the Grants Accounting Office as soon as possible in order to resolve any differences. The release of budget reports on a monthly basis is effective in communicating timely information on the financial status of funds.

Reports to Granting Agencies
Technical or narrative reports required by a granting agency are the responsibility of the principal investigator, and should be completed in accordance with the funding agency's deadline. Financial reports required by a granting agency, including the final closeout report, are the responsibility of the Grants Accounting Office in coordination with the principal investigator. Please contact the Grants Accounting Office prior to submitting any financial status reports. Any unobligated balance on a federal grant will be returned to the federal agency, unless the agency has authorized that the remainder can be retained for further use by the principal investigator.

Subrecipient Contracts
If Wake Forest University serves as the primary recipient of a funded grant, and the proposal requires a subrecipient arrangement, the principal investigator should contact the Director of Research and Sponsored Programs and the Grants Accounting Office in order to ensure that the agreement meets applicable federal requirements. Current legislation requires recipients to determine whether subrecipients have met the applicable federal requirements. Requirements include, but are not limited to:

• Appropriate Audit (i.e. A-133) submitted to Wake Forest University
• Corrective action plan in instances of noncompliance with federal regulations
• Access to financial records by independent auditors

• Salary increases for senior personnel are requested beyond the authorized level in the award document
• Personnel lines are decreased, causing a subsequent decrease in indirect cost recovery
• New line items are requested
• New or different equipment items are requested that were not cited in the proposal, even if sufficient funds in the budget exist
• Personnel lines are altered so as to affect the time on the project of the principal investigator or other senior personnel
• Excessive travel beyond the original scope of the project is requested

Hiring New Personnel
Wake Forest University is an equal opportunity employer; all educational and employment activities are administered without discrimination because of race, color, religion, national origin, age, or sex (except where exempt) in accordance with all local, state, national laws, executive orders, regulations and guidelines.

If new persons are to be hired to work on the grant project, the principal investigator must contact the Office of Human Resources. Proper job postings are required in accordance with University Policy and in response to EEOC legislation. No persons will be hired until the grant has been formally awarded. The principal investigator should send a letter to the Office of Human Resources and to the Grants Accounting Office specifying the position title, rate of pay, and duration of employment for new personnel.

Persons hired to work on a grant-funded project should be added to the Wake Forest payroll with proper forms required by the IRS (W-4) and the State (NC-4 and I-9). The Office of Human Resources can help to determine the appropriate payroll for the employee. When required, time sheets should be kept and turned in to the Payroll Department at the times they have specified. The Payroll Department can supply investigators with the appropriate time sheets and a list of dates on which the time sheets are due.

Purchasing
When purchasing items of equipment over $ 5,000 on either a federal or non-federal grant, principal investigators need to provide written bidding or sole source documentation to the Grants Accounting Office. Purchasing documentation will help to ensure that the acquisition of goods and services are done in a competitive, fair and timely manner. Principal investigators should contact Peter Nachand in Purchasing as early as possible in order to coordinate proper bidding procedures and documentation. Sole source documentation may be acceptable if technology needed cannot be found elsewhere; the Purchasing Department can be helpful by endorsing a sole source purchase when appropriate. All Purchasing documentation for equipment must be sent to Purchasing. All equipment purchases must remain within the grant allowability and budget guidelines.

Specific purchasing requirements vary by federal agency, and agency guidelines should be reviewed by the principal investigator prior to acquisition of equipment. All proposed sole source bids on federal grants in which the aggregate expenditure is expected to exceed $ 5,000 is subject to prior approval of the sponsoring agency.

The Purchasing Department serves the University in a support capacity by offering assistance with vendor relations. Proper purchasing methods will help to ensure that the acquisition of goods and services are done in a competitive, fair, and timely manner. The principal investigator should not participate in the selection, award, or administration of a purchase agreement where he/she or his/her immediate family has a financial interest. All procurement transactions should be to the maximum extent practical, open and free competition.

Property Management
The Grants Accounting Office performs an annual inventory of equipment costing over $ 5,000 per unit purchased from restricted funds. All equipment purchased with restricted funds and costing over $ 5,000 per unit are labeled with WFU identification tags supplied by the Grants Accounting Office. Location of the equipment is also recorded. The principal investigator is help responsible for recording the location of the equipment and for the proper maintenance of the equipment. The Grants Accounting Office will update the annual inventory each spring in order ensure compliance with federal property management requirements.

Prior to purchasing equipment, the principal investigator is required to certify on the proposal routing sheet (which originates in the Office of Research and Sponsored Programs) that the equipment to be purchased is not a duplication of current equipment available. For assistance with determining available equipment, please contact the Director of Research and Sponsored Programs or the Grants Accounting Office.

Audits
The Office of Financial and Accounting Services is subject to an annual audit by an independent accounting firm. The audit is intended to ascertain the effectiveness of the financial management systems and internal procedures that have been established in order to meet the terms and conditions of the grant agreements. Fiscal integrity of financial transactions is tested, as well as compliance with terms and conditions of federal and other grants. Wake Forest University is subject to OMB Circular A-133 single audit requirements. Financial records are also subject to review by Internal Audit.

Cognizant Agency
The cognizant agency for Wake Forest University is DHHS. The cognizant agency is responsible for ensuring that audits are received and that reports are made in a timely fashion and in accordance to the relevant circular requirements. The cognizant agency provides technical advice, make quality control reviews of selected audits, coordinates audit reviews, and oversees the resolution of audit findings.

Information Resources
The Grant Accounting Office subscribes to the Federal Grants Management Advisory Service, which sends monthly updates of the changes in federal requirements. Federal forms and OMB circulars are also available on the Internet.

Grants & Contract Definitions

• Cost Sharing - Cost sharing is an agreement by the University to pay for certain costs on a Federal or other project.
• Indirect Cost - Indirect costs are costs that cannot be directly attributed to a grant or contract. Examples would be use of the University's buildings, electricity, use of the University's financial systems, etc.
• Indirect Cost Recovery - Indirect Cost Recovery refers to money received by Wake Forest University as reimbursement for indirect costs associated with programs funded by outside agencies. The amount of money received is based on a predetermined overhead rate applied to certain costs (usually salaries) that the sponsored project incurred. This predetermined rate is negotiated with the Department of Health and Human Services, and is routinely audited for compliance with legislated guidelines.
• End Date - This is the date that the grant or contract officially ends. No new charges should be made to the grant after this date. However, you generally have 60 days in which to make any correcting entries and have payments charged to the grant for items ordered before the ending date of the grant.
• Principal Investigator (PI) - For restricted funds, this is the individual who is responsible for the fund. The PI is normally designated by the granting agency (for example, the National Science Foundation). The PI must be a faculty or staff person, usually a faculty member.

Contact List
The following people are available and offer their assistance:

Debbie Hellmann
Manager, Grants Accounting
Phone : 758-5187
E-mail: hellmann@wfu.edu

Stephen Williams
Assistant Director, Research and Sponsored Programs
Phone: 758-5888
E-mail: williasl@wfu.edu

Lori Messer
Director, Research and Sponsored Programs
Phone: 758-5888
E-mail: messerlj@wfu.edu

Gail Brewer
Employment Supervisor, Human Resources
Phone: 758-5243
E-Mail: gabrewer@wfu.edu

Allison Belton
Manager, Accounts Payable
Phone: 758-5183
E-Mail: beltonam@wfu.edu

Phil Hendrix
Purchasing Director
Phone: 758-5561
E-Mail: hendriep@wfu.edu

Sharon Anderson
Manager, Payroll
Phone: 758-4311
E-Mail: anderssc@wfu.edu