Jackson State University Grants and Contracts Management Unit Overview

Jackson State University's Division of Business and Finance oversees the Unit of Grants and Contracts Management, dedicated to the financial administration of external grants and contracts. Their mission is to assist Principal Investigators and Funding Agencies in Post Award Administration, ensuring transparency, compliance with regulations, and proper closeout processes. The unit functions include budget management, expenditure approval, billing processes, and adherence to policies on equipment purchases and record retention.

• Grant Management
• Financial Administration
• Compliance
• Budget Monitoring
• Contract Management

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1. Jackson State University DIVISION OF BUSINESS AND FINANCE Unit of Grants and Contracts Management Interim Vice President: Dr. Marvel Turner

2. WHO WE ARE? Illiad Kelly-Director Phillisa Conner-Assistant Director/Grant Accountant Maudie Lynn Hunt-Grant Accountant Shirley Smith-Grant Accountant Carlotta Brown-Grant Accountant William Davis-Grant Accountant Terrica Gray-Time and Effort Administrator

3. MISSION STATEMENT The Unit of Grants and Contracts is responsible for the financial administration of all external grants and contracts. Our specific responsibilities are to assist Principal Investigators and Funding Agencies in Post Award Administration.

4. OBJECTIVES & GOALS Increase Transparency Evaluate the Reasonableness of costs associated with projects (Prudent Person Rule) Allowability / Allocability of Costs Compliance and adherence to both state and federal regulations Proper Closeout 90 days after project ends

5. UNIT FUNCTIONS EPAF Approval Release Time & Reinstatement PAF Budget Setup Expenditure Approval & Monitoring Travel & Requisitions FFR Submissions Billing & Invoicing Budget Transfers Impact on IDC Provide Monthly PI Reconciliation Reports F&A Exclusions Grant Expenditure Monitoring Summary Supporting Documents Award Letters No Cost Extensions Sponsored Programs Cost Sharing Closeout Procedures 90 days for most sponsors

6. UNIT FUNCTIONS (Billing Process) The Grant Accountant request funds from the various funding agencies on a bi-monthly basis for drawdowns and monthly for invoices based on actual expenditures for a given period. To ensure that we receive funds in a timely manner, contact is made to the funding agency if the institution doesn t receive reimbursement within 45 days of the submission of the invoice.

7. UNIT FUNCTIONS (cont.) The Policies and Procedures regarding equipment states that no equipment can be purchased 90 days prior to the end of the award unless there are extenuating circumstances. The purchase then will require VP of Research approval. No new expenditures can be incurred 30 days prior to the end of the award. Record Retention: All records must be maintained 10 years after the submission of both final progress and fiscal reports.

8. TIME & EFFORT REPORTING Effort reporting is a federally-mandated process by which the salaries charged to a sponsored project are certified as being reasonable in relation to the effort expended on that project. (OMB Circular A-21/ Uniform Guidance 2 CFR 200) The systematic certification process and formal effort report is essential to ensure that your institution is always prepared to respond to sponsors with the required information. Effort reports must be certified by someone who has first hand knowledge that the work has been done and verifiable.

9. EFFORT CERTIFICATION Time and Effort Administrator will run Time and Effort reports quarterly. 1st quarter: January-March 2nd quarter: April-June 3rd quarter: July-September 4th quarter: October-December There will be a notice in the university blast email to remind employees/supervisors to certify. Federal regulations require these after the fact certifications be completed in a timely manner which is 30 days after the quarter has ended. Failure to certify the reports in a timely manner reflects the institution being in a non-compliant status and can jeopardize future funding.

10. ASK, ASK, ASK!!! Q & A SESSION

11. CONTACT US Illiad Kelly - Director Shirley Smith - Grant Accountant Phone: 601-979-2056 Phone: 601-979-2920 Email: illiad.l.kelly@jsums.edu Email: shirley.j.smith@jsums.edu Phillisa Conner - Assistant Director/Grant Accountant Carlotta Brown - Grant Accountant Phone: 601-979-2958 Phone: 601-979-2965 Email: carlotta.s.brown@jsums.edu Email: phillisa.r.conner@jsums.edu William Davis - Grant Accountant Maudie Lynn Hunt - Grant Accountant Phone: 601-979-0824 Phone: 601-979-6802 Email: william.t.davis@jsums.edu Email: maudie.l.hunt@jsums.edu Terrica Shoemo-Gray - Time & Effort Administrator Phone: 601-979-6345

12. FROM THE UNIT OF GRANTS AND CONTRACTS MANAGEMENT AND WE ARE ONE JSU!!!