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Grant Management Responsibilities

County extension district receiving grant funds will:

1. Handle grant funds through the Education Fund
2. Do all employment procedures, including 19, W4, etc.
3. Withhold appropriate deductions (e.g., FICA, IPERS, state and federal taxes).
4. Be responsible for unemployment compensation claims at end of project.
5. Be responsible for all audit requirements of the funding agency.
6. (if federal funds) Abide by all federal regulations and federal circulars (A21, A110, etc.)
7. Be responsible for all fiscal and program reports.

ISU (campus) receiving grant funds will:

1. Follow all ISU purchasing, payroll, employment and accounting policies.
2. Establish a special grant account that will be under the direction of the field specialist.
3. Be responsible for Items 2 through 6 in the above list.
4. Be responsible for fiscal audits and fiscal reports--(field specialist who is project director will be responsible for any progress reports and final reports as required by funding agency)

Questions and information needed when pursuing grants and contracts

Staff Involved: ____________________________________________________________

County extension district or ISU to receive and manage funds:_______________________

$ Amount requested: ___________________ Start/end dates: ________________________

Funding Source: ___________________________________________________________

1. Under which county and state priorities does the proposed project fit? Have you received approval to submit the proposal from: AED, county extension council, campus director, CEED?

2. What are facilities/equipment costs of the program? Examples: space required for desks, files, computer. Will the program need telephones; how many needed? Is access to a modem necessary? Is storage space required for program supplies? Can these costs be recovered in the grant?

3. What are the program support needs? Will the program need secretarial support and what amount of time will be needed per month; can this cost be recovered in the grant? Who will answer questions related to the program and will there be a time commitment for support staff? Who will purchase equipment and supplies? What are the billing requirements of the grant and who will be responsible for payroll, travel and billing records.

4. What happens at the end of the grant? Is there an expectation that the program will continue and how will it be funded? Is there a fund raising obligation; who will be responsible for securing additional funds?

5. How will the project affect the image of ISU Extension and the County Extension Service? What are the positives and the negatives of carrying out the grant-supported project?

6. What are the program objectives? How will progress be assessed? What happens if the objectives are not met?

7. What percent of effort will be needed by extension staff (percent FTE, staff days or hours)? Will this exceed or interfere with other time commitments?

8. If staff are to be paid, what is the rate of pay and dollars needed for FICA, unemployment, insurance., etc. Contact Linda Wilson for current ISU benefit rates (rates given as a percentage of salary or wages).

9. Who will supervise staff hired by grant? Who will be responsible for reporting and evaluation?

10. Will staff be traveling; who pays for travel expenses? Travel reimbursement should be consistent with ISU Extension policy.

11. Will the grant be a fixed price agreement (fixed $ amount paid at the beginning of the project or put in installments; unspent funds do not have to be returned to sponsor) or cost reimbursable ($ paid up front ) unspent funds must be returned to sponsor, or expenses of project are billed to the sponsor)? What are the terms of payment?