Western Nevada CollegeWestern Nevada College Policies

Policy 7-7-1: Grant Procedures

WNC Policy 7-7-1
Procedure: Grant Procedures
Policy No.: 7-7-1
Department: Controller's Office
Contact: Controller

The WNC Grants Review Committee must review all grant applications prior to submission.

  • Section 1: General Requirements
    • A. It is the responsibility of the Principal Investigator (PI) to schedule a review of the application with the committee at least five working days prior to the required grant submission date.
    • B. All grant applications and award contracts must be reviewed and signed by the WNC President or designee, in accordance with WNC Policy 7-1-1: Contracts.
  • Section 2: Award Files
    • A. An award file will be maintained for each grant.
    • B. The grant’s Principal Investigator is responsible for ensuring that grant award files are maintained in accordance with all requirements set by the granting agency.
    • C. At a minimum, all award files will contain the following:
      • 1. Request for proposal
      • 2. WNC grant committee approval
      • 3. Original grant application
      • 4. Requests for revisions
      • 5. All notices-of-award issued by the granting agency
      • 6. WNC project data sheet
      • 7. All correspondence related to the grant
      • 8. Personnel activity reports
      • 9. Programmatic reports required by the granting agency
      • 10. Inventory of year-end supplies inventor
  • Section 3: Establishing Grant Accounts
    • A. Upon receipt of a notice-of-award, the grant Principal Investigator will prepare and forward a completed project data sheet and notice-of-award to the business office.
    • B. The business office will set up an account in the appropriate restricted fund.
    • C. In addition to the normal college procedures and practices for personnel and purchasing, any restrictions from the granting source also govern expenditures for a grant or contract.
  • Section 4: Personnel Activity Reports
    • A. The Principal Investigator of each grant-funded program will ensure that a "Personnel Activity Report" is completed for all individuals employed from grant funds.
    • B. The forms will be completed to coincide with the payroll period and maintained with the PI grant files.
  • Section 5: Expenditures
    • A. Prior to initiating any purchases, the grant’s Principal Investigator will verify that the expense is allowable and meets the objectives of the grant.
  • Section 6: Supplies Inventory
    • A. Within two weeks of the close of each grant, the grant Principal Investigator will document the value of any remaining supplies and other expendable property purchased with Federal grant funds.
    • B. If the aggregate value exceeds $5000, a plan will be developed to utilize the inventory on other federally funded projects or compensate the Federal government.
    • C. Documentation of the supplies will be maintained with the grant's program files. This documentation will be maintained regardless if the value exceeds $5,000.
  • Section 7: Close Out Process
    • A. At the end of each grant, the Controller will work with the grant PI to ensure that the grant is properly closed out.
      • 1. All expenditure reports will be reviewed by the Controller and submitted by the Business Office and/or PI.
      • 2. All programmatic reports will be submitted by the department's dean or designee, in accordance with standards set by the grantor.
    • B. To ensure that all grant funds have been requested, the grant close-out process includes the Controller preparing a schedule summarizing all receipts and expenses incurred by each grant.
      • 1. All accounts receivable will be invoiced and any excess funds in grants will be returned to the grantor.
    • C. The Controller will maintain a master schedule of the indirect costs earned from each grant.
      • 1. Indirect costs posted to the general ledger will be reconciled as needed.
      • 2. Final reports sent to the grantor will also be balanced to the master schedule of indirect costs.
  • Section 8: Record Retention
    • A. In accordance with OMB Circular A110, all grant records will be kept until the grant is audited and closed out.
    • B. If a close out audit is not scheduled, all records will be maintained for a minimum of three years after the grant ends.
  • Section 9: Equipment
    • A. Purchases
      Equipment purchases made as part of a federal grant or sponsored project will follow the General Purchasing Guidelines as set forth by Nevada System of Higher Education (NSHE) Business Center North.
    • B. Inventory
      Federally funded grant projects will follow Federal inventory requirements outlined in 29 CFR Part 95.34(f). (See Grant Procedures).

      NOTE: Equipment inventory is managed and maintained by BCN following the equipment inventory section within BCN Purchasing and is the official recording center for NSHE equipment (see Fixed Assets section BCN General Purchasing Guidelines). Each College coordinates and collects inventory from the departments for submission.

      The ownership of all property is vested with the Board of Regents of the Nevada System of Higher Education.

      NSHE employees are responsible for the safekeeping of all property. Adequate maintenance procedures shall be implemented to keep the equipment in good condition. Any loss, damage, or theft of equipment shall be investigated and fully documented; if the equipment was owned by the Federal Government, the recipient shall promptly notify the grant officer.
    • C. Disposal
      In the case of disposition of equipment purchased with grant funds, the granting agency will be consulted regarding the proper method of disposition as outlined in 29 CFR Part 95.34(g). (See Grant Procedures)
Date Adopted and Dates Revised
Date Adopted December 12, 1986 Dates Revised March 4, 2016; December 4, 2012; September 2, 2008; May 11, 2004; May 9, 1994
NSHE and NRS Codes
NSHE Code Reference NSHE Board of Regents Handbook

OMB Circular A110

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URL: https://www.wnc.edu/policymanual/7-7-1.php
Date Printed: September 21, 2019