3b. Grant Account Setup

To set up a new grant (restricted) account:

The grant supervisor will create the following after reviewing the grant contact:

• Prepare and label a new file folder
• Assign Datatel #
• Fill out budget form
• Set up Account # in GLAA
• Set up Budget in GL
• Update: Grant list and Grant Description
• Create a new file information file sheet - top portion only
• Add the grant report dates to the reporting calendar

The grant accountant will complete the following after reviewing the contract:

• Complete the file information file sheet - bottom portion
• Send out Emails to:
  • Budget Authority (BA)
  • Human Resources (HR)
    • provide employees that will be charged to the grant with EIDs and the payroll subcodes.
    • Federal Grants ONLY -
      • Send a list (include: the name of the federal contract/grant, grant #, employee's name, ID) of all employees working on Federal Grants to Erica Breedlove, and cc Gabriela “Gabby” Guerrero to be E-Verified
• Submit an IT Support Request for Datatel access for the BA and the BA’s Admin.
  • Create: Reconciliation spreadsheet; tracking spreadsheet and JE spreadsheet;
  • Complete and file a cfhecklist for Grants and Contracts (required per account)
  • Save a copy of all contracts on the T: drive
    • No Highlighting of contracts; use bookmarks only in the PDF file.
  • Once all item are complete, schedule a meeting with grant supervisor to discuss grant requirements and to set up kick off meeting.