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Grants and Awards Management



Overview

The Grants Accounting and Compliance team provides post-award related services for all sponsored grants and awards and ensures that the University maintains compliance with terms of the award including all federal regulations.  Our information page is intended to be a resource for faculty and staff on post-award areas of responsibility and the relevant guidance and tools required to properly manage grant and award accounting, financial reporting, and compliance.   We are passionate about providing superior customer service to the campus community. If you do not find what you’re looking for on our information page please email us!

How To

Federal Regulations

OMB Circular A-21
Establishes principles for determining costs applicable to grants, contracts and other agreements with educational institutions.

OMB Circular A-110
Uniform administrative requirements for Federal grants and agreements awarded to institutions of higher education.

OMB Circular A-133
Standards for obtaining consistency and uniformity among Federal agencies for the audit of non-Federal agencies expending Federal awards.

OMB Circular A-133 Compliance Supplement
Identifies compliance requirements that the Federal Government expects to be considered as part of an audit.

Federal agency links
National Institutes of Health (NIH)
National Science Foundation (NSF)


Rates and Facts

General
Federal ID#: 56-0532138
DUNS#: 041418799

Fringe Rates

Federal:

  • Full-time with benefits, 25.0%
  • Part-time with benefits, 15.0%
  • Part-time without benefits, 10.0%

Non-federal:

  • Full-time with benefits, 27.4%
  • Part-time with benefits, 17.4%
  • Part-time without benefits, 10.0%

F&A rates and historical

Fiscal year On-campus rate Off-campus rate Base
2013 41.0% 21.0% (modified total direct costs)
2012 41.0% 21.0% (modified total direct costs)
2011 41.0% 21.0% (modified total direct costs)
2010 56.0% 26.0% (salaries and wages)
2009 56.0% 26.0% (salaries and wages)

Roles and Responsibilities

Grants Accounting and Compliance

  • General information: post-award compliance, financial reports, billing on grants, allowability of costs on grants, general ledger maintenance on grants, and grant close-out reporting
  • Contact: grantsaccounting@nulllists.wfu.edu

Office of Research and Sponsored Programs (ORSP)

Human Resources

Payroll

  • General information: employee time-related information (Novatime) and payment of salaries and wages
  • Payroll

Accounts Payable

  • General information: processing and disbursement of payments to vendors, p-card information, supporting documentation for purchases, and travel
  • Accounts Payable

Procurement Services

Reporting

  • General information: for questions regarding running Cognos reports, send an email to reporting@nulllists.wfu.edu
  • Link to Reporting

Audit

Annual Audit Requirement
Wake Forest University is subject to an annual OMB Circular A-133 audit, as a non-federal or state entity that expends greater than $500,000 a year in federal and state awards. The annual A-133 audit is performed by an independent external accounting firm. The audit is intended ascertain that the University has maintained effective internal control over the management of its federal and state awards in compliance with laws, regulations, and the provisions of contracts or grant agreements. The audit also tests the integrity of financial transactions and reporting associated with federal and state awards.

A-133 reports

Internal audit
The University’s internal audit department periodically performs audits over the University’s grants in order to ensure proper internal controls and compliance with grant award documents.

Fraud Hotline


Frequently Asked Questions

Q: I just received notification that my grant application has been approved. How do I get an account number?
A: First, be sure that the Office of Research and Sponsored Programs has copies of all official award documentation. They will review the award documents to ensure that all needed documentation has been received. After their review, the award notification will be forwarded to Grants Accounting and Compliance, along with an official request that a new grant fund number to be established. Once Grants Accounting and Compliance sets up the grant fund number, usually within 24 hours, you will receive written notification of your number and budget amount.

Q: I need to hire someone to work (or pay a bill) on my grant. What do I need to do?
A: The process for hiring people, paying bills, etc. is basically the same for a grant as for any other University fund. Wake Forest University policy must be followed, in addition to any restrictions placed by the granting agency (see your award document). For more detailed information, please check Payroll (link) and Accounts Payable (link), or contact Grants Accounting and Compliance.

Q: I’ve heard that I will get some money back from the indirect costs generated by my grant. How and when does this happen?
A: If your grant is budgeted for indirect costs, the University distributes the collected indirect costs monthly as follows:

  • 40% to the funded faculty member’s department,
  • 10% for use by the faculty member that received the grant,
  • 25% to a central matching fund managed by the Office of Research and Sponsored Programs,
  • 15% to a discretionary account managed by the Office of Research and Sponsored Programs, and
  • 10% to the ZSR Library.

Your 10% return will be put in a separate fund (D-fund) on which you will receive monthly budget reports. This money can be spent for any purpose other than additional salary for you.

Policies & Procedures

Please see the policy on grants accounting and compliance:
Grants Accounting and Compliance