Grants and Sponsored Programs: Grant Management

What is SAM?

The System for Award Management was designed to streamline the process of both obtaining and procuring federal contracts by integrating the Catalog of Federal Domestic Assistance and all federal procurement systems into one. In order to receive funding from contracts or grants, your entity must be set up in the System for Award Management (SAM).

Business Services support sponsored program’s effort of Dalton State College in a dependable and professional manner by insuring compliance, maintaining fiscal accountability and assisting grant management. In addition, the office is responsible for the post-award financial administration of contracts, grants, cooperative agreements, and other binding documents, and acts as the liaison with federal, state and private funding sources concerning related fiscal issues. Business Services is also committed to providing accurate and timely reports for assessing, as well as, monitoring fiscal performance to provide analysis and decision support.

Project Number Assignment

Once a signed contract, documenting the official award, has been delivered to business services both a department and project number will be assigned and given to the PI/PD, department chair, dean, and all other administrative offices involved with the grant.

Assignment of Account Number

Based on information in the initial Project Set Up, our office reviews and records the project details into the Financial Accounting System to allow proper review and processing of accounting information. This information includes, but is not limited to:

• Assignment of a unique 3-digit Project number Entry of the project number into the Chartfield
• Name of PI/PD
• Project Title (short title)
• Start and End Dates
• Proposal Numbers * Indirect Cost Rate (IDC)
• Cost Share information
• CFDA number, where applicable
• Funding Source (Federal, State, Local or Private)
• Sponsor and Billing Address
• Billing Frequency
• Control Total

Project Invoicing

As part of the monthly review process, Business Services requests funds from sponsors to reimburse Dalton State College for each month's expenditures. Invoices for federal, state, local, and private sponsored projects are prepared by the Business Services on a monthly or quarterly basis, depending on the terms of the award.

Financial Reports

In addition to monthly reports, Business Services is required to submit periodic financial statements concerning performance of the grant or contract. Often, this information must be submitted on a specific form or statement required by the sponsoring organization. Regarding these reports, it is important to keep in mind that the fiscal year of Dalton State College may not be the same as the sponsoring agency.  In most cases for federal awards, final financial reports must be submitted within 90 days from the award end date, and within 60 days for final invoices. Non-federal deadlines may vary by sponsor. 

University Policies Impacting Research and Sponsored Programs

From the Policy Manual of the Board of Regents of the University System of Georgia. For the full text of these policies go here.