Project Directors are required to work with Grants & Contracts staff and Resource Development Staff to establish the appropriate accounts and budgets for their award.  Any questions about the following steps can be addressed at the Grants Administration Team Orientation Meeting:

Request for New Account & Budget

1.    The Project Director will complete the following Financial Services forms:

v      Colleague Account Request:
http://inside.cpcc.edu/gl/forms/Colleague_Account_Request_Form.doc

v      Financial Services Budget Information:
http://inside.cpcc.edu/forms/financialsvcs/budgetprepworksheet.xls

2.    The Project Director will forward the completed forms to Grants & Contracts (Tracy Pham) for review and approval.

3.    Grants & Contracts (Tracy Pham) will forward the approved forms to the General Ledger (GL) and Budget departments.

4.    GL will complete the account / budget set up, using the budget form for object codes.

5.    GL will notify the Grant Administration Team of the established account numbers.

6.    The Budget department will enter the budget.

7.    The Budget department will notify the Grant Administration Team after entering the budget.

Additional steps for hiring staff under a grant

1.   While GL and Budget are creating the accounts and budget, the Project Director will complete the following Financial Services forms, as appropriate to the project*:

v      New Full-Time Position Form:
http://inside.cpcc.edu/forms/financialsvcs/NewFULLTimePositionForm.xls

v      New Part-Time Position Form:
http://inside.cpcc.edu/forms/financialsvcs/NewPartTimePositionForm.xls

*In lieu of the actual account number, fill in the blank with “New” to expedite processing.

2.    The Project Director will forward the completed form(s) to Grants & Contracts (Tracy Pham) for review and approval.

3.    Grants & Contracts (Tracy Pham) will forward the approved form(s) to the Budget department.

4.    The Budget department will assign a Position Number(s) and notify the Project Director.

5.    Once the Position Number(s) have been assigned, the Project Director will then coordinate with Human Resources to hire the position(s).  These steps will include completing the following Human Resources form (if for full-time):

v      Request to Hire for a Full-Time Position:
http://www.cpcc.edu/humanresources/forms/Recruiting%20&%20Staffing/Request%20to%20Hire%20for%20a%20Fulltime%20Position.pdf

6.    The Project Director is also responsible for ensuring that all staff paid with grant funds regularly maintain and submit Time and Effort Reports.  This form can be found under Financial Services:

v      http://inside.cpcc.edu/forms/financialsvcs/TimeEffortReport.xls