Quality Education for Minorities (QEM) Network
Financial Management Workshop for the National Science Foundation (NSF)’s
Tribal Colleges and Universities Program (TCUP) Grantees

Hilton Baltimore BWI Hotel1739 West Nursery Road * Linthicum Heights, MD21090 * Tel: (410) 694-0808

December 5-6, 2014

AGENDA

Meeting Room:  Concourse C

Note:  Each institutional team will have a one-on-one session with a QEM TCUP Workshop Consultant.
See Assignment Sheet in workshop packet for time and consultant.

Friday, December 5

AM

  8:30      Registration and Continental Breakfast                                           Outside Concourse C

  9:00      Welcome, Purpose, Introductions, and Review of Workshop Packet Contents
                      Costello Brown, Former Dean of Graduate Studies and Research, and
                              Professor of Chemistry, California State University-Los Angeles (Retired)
                              and QEM Consultant

  9:15     TCUP Division of Grants & Agreements Overview of Topics: Part 1(Presentation)
                 – Overview of NSF Award and Administration Guide (AAG)
                  (Summary of Significant Recent Changes, AAG NSF 15-1)

               – NSF Award Instrument and Award Conditions

               – Financial Requirements and Payment Policies and Requests
                 (NSF Financial Functions at Research.gov, Award Cash Management System (ACMS), 
                       Federal Financial Report History, and Grantee Banking Information for Payments)

                        Pamela Hawkins, Branch Chief, EHR/BIO/SBE
                        Jason Madigan, Team Leader, EHR
                        L. Rashawn Farrior, Grant and Agreement Specialist, HRD/DUE
                        Daniel McEnrue, Grant & Agreement Specialist, DUE/EHR
                        Angela Turner, Grant and Agreement Specialist, DGE/EHR/OIA/EPS
                                Division of Grants and Agreements (DGA)
                                Office of Budget, Finance, and Award Management (BFA), NSF

11:30      Monitoring Project Performance (Grantee Responsibilities)
               (Notification/Request for Approval for Project Changes: Objectives, Scope, PI/PD/Co-PI
                    Personnel and Level of Effort Changes, Budget, and Technical Reporting Requirements)

                        Laurie Reiter, Chief Executive Officer of Finance
                                College of Menominee Nation, and QEM Consultant

PM

12:15      Working Lunch
                – Review of Morning Session Topics and Financial Management System Updates
                       (Q&A with NSF and QEM staff)

               – Special One-on-One Sessions with QEM Consultants(3 institutions)* 
                       (See Session Assignment Sheet)

  1:30      Grantee Standards
               (Conflict of Interest Policies, Responsible Conduct of Research (RCR), and Financial Management Systems Standards)
                     Vicki Radtke, Comptroller
                            Fond du Lac Band of Lake Superior Chippewa, and QEM Consultant

  2:00      TCUP Division of Grants & Agreements Overview of Topics: Part 2 (Presentation)
               Allowability of Costs I

               (Subawards; Federal Cost Principles; Pre-Award and Post-Expiration Costs; Prior Approval) 
                      L. Rashawn Farrior, Grant and Agreement Specialist, HRD/DUE, DGA, NSF

  2:45      Break       

  3:00      Allowability of Costs II:
              Direct Costs

                 (Salaries, Wages, and Fringe Benefits; Equipment; Materials and Supplies; Travel, 
                     Consultant Services; Participant Support; Meetings and Conferences; Other Direct Costs)

                          Pamela Hawkins, Branch Chief, EHR/BIO/SBE, DGA/BFA, NSF

               Indirect Costs
                   (NSF Policy, Recovery of Indirect Cost Funds, Re-budgeting of Indirect Cost Funds)
                            L. Rashawn Farrior, Grant and Agreement Specialist, HRD/DUE, DGA, NSF

  3:45      Review of Day’s Session Topics and Financial Management System Updates
                      (Q&A with NSF and QEM staff)

               Special One-on-One Sessions with QEM Consultants (4 institutions)*
                         (See Session Assignment Sheet)

  5:30      Break

  6:00      Working Dinner
               – Communication with NSF Regarding Financial Matters, including
                  Grant Administration Disputes and Misconduct
 (Who, What, Why, When)
                         Costello Brown, Former NSF Program Director, and QEM Consultant

               – QEM Consultants Discuss Generic Questions Raised during Special Sessions

  7:00      Adjournment, Day One

               * Special One-on-One Sessions with QEM Consultants
                             12:45–1:15 (3 institutions)      4:15–4:45 (2 institutions)       5:00–5:30 (2 institutions)

Saturday, December 6

AM

  8:30      Breakfast Buffet                                                                                  

  9:00      Grant Administration and Monitoring Performance(continued)
                – Recordkeeping and Accounting Requirements for Financial Audits
               – Managing Project Funds from Multiple Funding Sources

                        Vicki Radtke, QEM Consultant

   9:45      – Reporting and Retaining Time and Effort Records for Project Staff
              – Responsibilities of Principal Investigator (PI) and Other Institutional Officersfor Award Financial Matters

                      Laurie Reiter, QEM Consultant

10:30      Break

10:45      One-on-One Sessions with QEM Consultants, continued (by appointment)
                Session Timeslots:  10:45–11:15am (2);  11:15–11:45am (3);  11:45am–12:15pm (2)

               Teams not in one-on-one sessions will meet to: reflect on workshop topics;
               identify any remaining questions; and determine their next steps.

PM

12:15      Working Lunch
               NSF Campus Site Visits (Expectations and Preparation)
                       Costello Brown, Former NSF Program Director, and QEM Consultant

  1:15      Remaining Questions and Responses
                        Group Discussion

  1:45      Reflections on Workshop and Next Steps
                     Participants, QEM Consultants, and QEM Staff

               Moderator: Laura-Lee Davidson, Associate, QEM Network

  2:30      Adjournment