Grant Services

• Determines project members and facilitates conversations with team and other stakeholders​
• Obtains Letters of Support/ Commitment as needed​
• Leads project development and proposal components​
• Manages correspondence with funding agency throughout the grant lifecycle​
• Oversees and coordinates project activities​
• Follows MNC and granting agency processes to spenddown funds, tracks and monitors budget, and regularly reconciles expenses​
• Ensures completion of project activities, evaluation, and reporting within required timelines​
• Collaborates regularly with Dean/Supervisor and Grant and Business Services Offices​
• Engages with internal offices to assist in programmatic components (e.g., financial aid, human resources, academic affairs, marketing)​
• Seeks to maintain and oversee programmatic and financial compliance throughout grant lifecycle

• Assists with project development, funder prospecting​
• Reviews solicitation for eligibility, project alignment, and funder requirements​
• Writes, edits, and/or reviews application materials​
• Attends stakeholder meetings​
• Assists with internal approval process​
• Assists with clarification/negotiations phase​
• Reviews and processes grant contract for VP of Finance final approval​
• Engages in programmatic and financial meetings as needed​
• Assists with Time & Effort tracking and certifications​
• Coordinates processes for significant budget revisions, amendments, no-cost extensions, or change of grant personnel​
• Assists with maintaining programmatic and financial compliance throughout grant lifecycle

• Sets up award/grant in Workday​
• Oversees/manages all accounting transactions
• Ensures all finance policies and procedures are followed
• Addresses questions pertaining to the execution of contracts and procurement processes​
• Assists Grant Manager with corrections or expense transfers​
• Completes all financial reporting 
• Assists grant team with routine reconciliations
• Completes all drawdowns
  • Calculates, requests, and records all grant reimbursements
  • Calculates and records indirects, if applicable
  • Processes all grant transactions
• Completes closeout procedure

• Contact Grant Services Office with project idea and/or funding agency option​
• Review project and solicitation
• Create timeline for submission, identify and communicate with stakeholders, budget, narrative, executive summary, and supplemental documents​
• Submit draft of materials to Grant Services Office for internal approval and Conflict of Interest​
• Submit proposal​
• Clarification/ Negotiation Stage – The Grant Services Office will facilitate potential need to revise budget, workplan, project objectives or outcomes​
• Notification of Award/ Declination​, VP of Finance reviews and signs grant agreement

• Business Services will setup award/grant in Workday​
• A kick-off meeting will be held with faculty/staff, Grant, and Business Services Offices​
• Work with support offices and staff (e.g., financial aid, academic affairs coordinators, marketing), as needed​
• Grant team will carry out project activities in alignment with the project timeline and requirements of the grant agreement​
• Follow procurement processes and monitor project budget. Reconcile expenses on a routine basis​
• Work with Grant Services Office to initiate no-cost extensions, amendments, budget revisions, project activity modifications, and Principal Investigator changes. ​
• Collaborate with Grant and Business Services to complete progress and final reports based on dates designated in grant agreement​
• Share project progress with key stakeholders and communicate with funding agency, as appropriate

The college ensures there is proper review and reporting of any financial dealings between the Project Lead/Principal Investigator, the Co-Principal Investigators, and immediate family members and the funding agency. 
Financial Conflict of Interest

Internal policy indicating that all proposals for external funding are required to be reviewed and processed through the Minnesota North College Grant Services Office prior to proposal submission to the applicable funding agencies. This policy applies to all grants, income contracts, cooperative agreements, and subawards. This policy pertains to any college employee (faculty or staff), students, or unaffiliated individuals who wish to utilize the college as the fiscal host or subrecipient for externally funded project activities. Applicants should contact Grant Services upon project idea or funder identification. The Internal Approval Process should be completed at least 10 days prior to submission. 
Pre-Award

Policy highlighting how the college follows the accountability guidelines laid out in the federal uniform guidance. This policy outlines internal processes for post-award functions such as cost transfers, participant support costs, unallowable costs, budget revisions, general cost principles for managing awards, participant support costs, drawdown of funds, and effort reporting. 
Post-Award

Internal policy that responds to the following Minn State policy: “In accordance with Minnesota Statute 16A.127, Minnesota North College requires Indirect cost recovery on all externally funded projects.” The policy requires indirects to be applied to every grant request at the minimum federal de minimis rate of 15%. If the funder does not allow for indirects to be included OR indirects are allowed below the 15% rate, the proposer must include documentation during in the internal approval process that indicates an indirect rate adjustment or full waiver.
Indirect Cost

Policy describes mandatory and voluntary committed cost sharing (matching) for grant projects and outlines specific items that can be used as a match. The cost share may only be used for one grant project and a federal award cannot be used as a cost share.
Cost Sharing

Policy outlines processes for vetting potential subrecipients and monitoring their activity on a grant if MNC serves as the pass through entity (fiscal host). 
Subrecipient Monitoring