Big Sandy Community and Technical College (BSCTC) maintains financial control over externally funded or sponsored research and programs as prescribed by KCTCS Administrative Policy 7.9 [1]. Externally funded grants and sponsored projects are received, recorded and administered by the Kentucky Community and Technical College (KCTCS) and BSCTC in accordance with KCTCS Business Procedures 3.9 [2].

BSCTC's externally funded or sponsored research programs are accounted for in an appropriate manner consistent with the institution's financial policies and procedures. Upon the receipt of notification of a grant award, a budget is established for expenditure of funds using the prescribed KCTCS Internal Approval Form [3] and the Budget Revision Form [4]. The Principal Investigator (PI) assigned to the grant or sponsored project is responsible for ensuring that the funds are expended within the guidelines of the grant. Grant budgets are monitored to ensure that grant funds are expended in a timely and appropriate manner by the President's Leadership Team on a regular basis. All KCTCS Administrative Procedures and Policies are followed relative to purchasing, travel, hiring, compensation, and contractual services [5], [6]. These policies are published on the KCTCS website. A Time and Effort Certification Report is reviewed and approved by the Principal Investigator of each grant [7]. At BSCTC, all grant funded employees with budget responsibilities are required to attend mandatory budget and business procedure training sessions at least annually [8]. The accounting office of KCTCS Sponsored Projects prepares periodic expense reports as required by the granting agency, and prepares the final report/invoice.

BSCTC follows the indirect cost policy as outlined in the KCTCS Business Procedures 3.9, Section 3.9.8 [2].

The Director of Grants position at BSCTC is occupied by an individual who has over 30 years of higher education experience in teaching and administration in a variety of positions. This position is supervised by the Vice President of Institutional Services who serves as the Principal Investigator for most grant funded programs. This individual has over 20 years of educational experience in teaching and administration. The qualification of these two individuals, along with the qualification of Business Affairs personnel responsible for the accounting of grants and sponsored projects, are included on the attached spreadsheet, along with links to the job specifications for each position [9].

­As referenced in Core Requirement 2.11.1, Crowe Chizek and Company LLC conducts an annual financial audit of KCTCS, which includes all its colleges. The audit is conducted in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller of the United States. The scope of the annual audit includes all grants and sponsored projects as well as all federally-funded programs (A-133). The A-133 audit contains the auditors' management comments concerning federally-funded programs. The management comments (related to the financial audit or the A-133 audit) for Big Sandy Community and Technical College are specified in the letter. The complete file of audit information for 2005-06 for Big Sandy Community and Technical College is attached [10], and includes the KCTCS financial report with schedules specific for BSCTC, the A-133 report [11], the Management Letter [12], and all other auditor's correspondence (including footnotes).

Source

Location/Special Instructions

1.

KCTCS Administrative Policy 7.9 - Sponsored Projects

http://www.kctcs.edu/employee/policies/volumeII/volII7-9.pdf

2.

KCTCS Business Procedure 3.9 - Grants and Sponsored Projects

3.10.5_2_3.9_Grants_and_Contracts.pdf

3.

KCTCS Internal Approval Form

3.10.5_3_GC2.pdf

4.

KCTCS Budget Revision Form

3.10.5_4_GC1.pdf

5.

KCTCS Business Procedures

http://www.kctcs.edu/businessservices/BusProcedures.htm

6.

KCTCS HR Policies

http://www.kctcs.edu/employee/policies/volumeI/section2.cfm

7.

KCTCS Time and Effort Certification Report

3.10.5_7_GC5.pdf

8.

BSCTC Training Session agenda and sign in sheet

3.10.5_8_Agenda_Sign_In_Sheet.pdf

9.

BSCTC Qualifications Spreadsheet

3.10.5_9_Grants_Personnel_Qualifications.pdf

10.

2005 - 06 KCTCS Annual Financial Audit Report

3.10.5_10_Financial_Report_05_06.pdf

11.

2005-06 KCTCS A-133 Audit Report

3.10.5_11_A_133_audit_FY06.pdf

12.

2005-06 Management Letter

3.10.5_12_Management_Letter_FY06.pdf