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Grant & Contract Administration

GrantsPlus offers a single outsourcing solution to grant and contract administration. Our suite of back-office financial and personnel services relieves clients of the administrative burden of sponsored funding and better enables them to focus on their programs. Backed by the Research Foundation of CUNY, GrantsPlus offers clients more than 40 years of extensive experience with hundreds of funders at all levels of government and private foundations. Our solution is a powerful combination of knowledgeable staff who provide hands-on customer service including advice and compliance oversight, supported by our secure on-line financial reports and data collection systems. While GrantsPlus performs the award administration, awards always remain in the client organization’s name.

Compliance Oversight, Financial Reporting and Audit Support

Funder reporting and compliance requirements can vary considerably and change over time. Violations of these requirements can result in financial penalties or loss of funding. GrantsPlus works closely with each client to ensure proper management of award funding and sponsor conditions. Each client is assigned a customer service team experienced in working with a broad variety of funders. The team works closely with the client to assist in monitoring expenditures and making certain they conform to grant budgets and are properly allocated and recorded. Our staff also prepare all funder financial reports in the format and schedule funders require, bill funders and assist with audits. Secure in the knowledge their funding is being properly administered and funders are receiving the documentation they need, our clients can focus their resources on their programs.

Web-Based Real-Time Financial Reports

Our web-based financial reports are central to our financial services. These detailed financial reports provide our clients with the financial status of the project at a glance, facilitating on-going project budget control. Reports show grant and contract budgets and track and report all financial activity from award inception to close, including payroll and fringe benefits, non-payroll expenses and indirect cost allowances. Totals are reported on both a monthly basis and from award inception, based on accounts payable and general ledger entries and always show true available balances. Fields are updated daily and in some cases hourly. All reports are populated and maintained by our experienced staff and are available 24/7 over our secure web site. These reports also provide the necessary data utilized by our staff to prepare all funder financial reports.

Personnel Services:

Payroll often comprises the lion’s share of grant and contract budgets and personnel services are one of the most resource intensive areas for many organizations. GrantsPlus greatly relieves this burden.

  • Electronic Appointment Processing & Timesheets

    Electronic Personnel Action Forms (PAFs) and Electronic Timesheets facilitate appointments and time and leave tracking. Clients enter detailed information into our user-friendly Personnel Action Form. Clients submit a bi-weekly electronic timesheet over our secure web site. Timesheets may be submitted by individual employees, a designated timekeeper or manager. In addition, timesheets can be programmed to show various alerts and notices customized to the client organization. Client employees can check time and leave balances on-line.

  • Automated Payroll

    We offer full payroll services, whether for two employees or several hundred, full-time or part-time. Our systems provide secure system access based on authorization by personnel level, project or department. We can handle the most complex personnel arrangements including independent contractors, scholarships, fellowships, honoraria and stipends. We track personnel expenses by budget allowance and eligibility across multiple projects and/or departments. We also provide validity checks to ensure all expenditures conform to grant budgets.

  • Direct Deposit & Electronic Pay Stubs

    Based on the PAF and Electronic Timesheet information we generate the client’s payroll. We provide direct deposit and electronic pay stubs. Pay advice information is available on-line for a year.

  • Benefits Administration

    In addition to payroll services, GrantsPlus also offers benefits administration. We will make payments to benefit plans and send notices where applicable and serve as a liaison between the client and their insurance carriers.

Automated Salary Encumbrances

Our electronic timesheets provide for automatic salary encumbrances. Thus, payroll expenditures are linked directly to on-line financial reports and decremented automatically from award budgets.

Payment Management for Goods and Services

GrantsPlus also provides vendor payment services. Like payroll expenditures, non-payroll expenditures are tracked against grant budgets. GrantsPlus handles all vendor payments. Regularly recurring payments like stipends or equipment leases can be automated for maximum convenience and efficiency. GrantsPlus supports encumbered non-payroll expenses as well as payroll encumbrances.

Multi-Sponsor and, Multi-Site Programs

In addition to the administrative complexity of any individual grant or funder, GrantsPlus can manage more complicated situations such as multi-sponsor and multi-site programs. Our project numbering system supports sub-relationships that can be used to identify a program supported by multiple awards and/or funders. GrantsPlus can set up sub-accounts for each funding stream or site to accommodate program-based reporting, and can accommodate employees whose salaries are paid from multiple funding sources.