||Office of the President
||Office of the Vice President for Support Services/CFO
|Date of Approval:
||May 10, 2016
|Date of Last Revision:
||May 10, 2016
|Next Review Date:
Building on Policies 3.1, 3.2, and 3.3, this policy describes issues which must be considered in the development of the budget for a grant proposal. It also describes the responsibilities of the awardee once the grant has been awarded. All external grants and contracts have a potential effect on the University’s budget if funded, and often they require additional funding or responsibilities drawing on the University’s operating budget.
Budgets submitted with grant applications and negotiated with granting agencies must conform to the budgeting principles specified by the Vice President for Support Services/CFO.
Reason for Policy/Purpose
See Policy Statement.
Who Needs to Know this Policy
This policy applies to all University academic and administrative personnel, offices and departments that maintain, or develop grant proposals for grants or contracts. HU expects all partners, consultants and vendors to abide by this policy and the related policies. If non-public information is to be accessed or shared with these third parties, they should be bound by contract to abide by HU policies.
Website Address for this Policy
Chief Financial Officer (509) 865-8667
Grant Accountant (509) 865-0718
Fully self-sustaining means funds from the granting agency are sufficient to cover all the costs of implementing and completing the proposed budget.
Optional matching means a proposal contains “matching items” from Heritage University, but these optional matches are not required by the granting agency.
Required matching means that a grant guidelines document requires that the University include at least a certain dollar value or percentage of total grant funding in the proposal in order to be eligible to receive the grant.
A fully self-sustaining-grant budget requires approval from:
- The Controller, to verify the amounts budgeted for common campus activities, such as telephone use, copying, are adequate to meet actual institutional expenses, and to verify “indirect costs” amount being requested if the grant allows for them.
- The Chief Information Officer, if computer hardware or software purchases are included, in order to guarantee that equipment budgeted in the proposal will be compatible with the University’s computer standards
- The appropriate vice president. to verify that included salary levels are valid and that proposed expenditures for non-salary items are realistic to accomplish the stated goals.
An optional-matching-grant budget requires approvals 1, 2 and 3, plus a statement from the project director saying that the matching items are not required but rather are an optional enhancement of the proposal, plus approval from:
- The supervisor of the project director verifying that the time listed as an in-kind donation of time is feasible.
A required-matching-grant budget requires approvals 1, 2, 3, and 4. In addition the Controller needs to verify that other cash and in-kind matching items can actually be funded in the coming year’s institutional operating budget and that there is no overlap or duplicate use of match items. Potential commitments should then be recorded in a separate document as information for the next budgeting cycle.
These approvals are included as part of completing Section 2 of the Application to Develop a Grant Proposal as outline in Policy 3.2 or Policy 3.3.
Persons awarded a grant should:
- Meet with the Ofice of Resaerch and Sponsored Programs to set up a management plan which meets the grant outcomes and follows all fedearl, state, granting agency, and Heritage guidelines.
- Collaborate with the Grant sAccountant to develop a grant budget that follows that in the proposal.
- Create any needed Personnel ACtion Forms for campus personnel who will be paid by the grant, and collaborate with the Business office to draft any external contracts and agreements required for the grant operation.
- Insure that neeede Institutiona lResearch Board approvals are copmleted.
- Work with the Marketing Departmetn to develop an initial public announcement of the grant, and provide them with regular updates on progress.
- Provide the Office of Resaerch and Sponsored programs with at least monthly updates on progress, and copies of all required reports.
- Investigators must submit all needed reports to funding agency by the required date. Failure to do so could result in their removal from the project.
The following forms are available on My Heritage/Academic Affairs
Template for Capturing Your Grant Idea
Application to Develop a Grant Proposal Section 1
Application to Develop a Grant Proposal Section 2
Completed Grant Proposal
Related Policies and Resources
Grants from Private Foundations and Corporations
Grants from Public Sources (Federal, State, Local)
Grant Budgeting Guidelines