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b. If costs for a conference are being charged to a grant directly or through an <br />indirect cost allocation; the supporting documentation of attendance must be <br />retained by the participant and/or department. <br /> <br />Financial Management and Accounting Records <br /> <br />1. Financial system must identify all federal awards in all accounts that are received and <br />expended by: <br />a. CFDA number and title <br />b. Federal award ID and year <br />c. Name of federal awarding agency <br />d. Pass-through entity’s name <br />2. Major Federal Grants - Each department will need to contact the Finance Director with <br />the information in number one above for major federal grants so that we can set up the <br />appropriate Project Accounting Codes. <br />a. Project accounting is a system that works along with the main general ledger. This <br />will allow for proper identification that the federal government is requiring. <br />b. Major federal grants will be defined as grants that require multiple entries for the <br />receipt of the federal grant and multiple expenditure items of the federal grant. It <br />would also be further defined as greater than $100,000 in expenditures or <br />revenues. <br />3. Minor Federal Grants – Each department when asking for a federal grant to be receipted <br />into the general ledger system will need to be accompanied by the information in number <br />one above so that the information can be entered into the detailed description. The same <br />will be true for expenditures that when entered into the system that the information <br />required above will need to be entered into the detail description. <br />a. A minor program would be a grant that is less than $100,000 and also only has <br />very few number of transactions needing to be entered such as 1 receipt and 1 <br />expenditure. <br />4. Follow our procedures in relation to expenditures. <br />5. Each department must know the requirements of the grant they are receiving and ensure <br />that the allowability of costs are well documented including allowability of costs in <br />accordance with Subpart E Cost Principles if applicable on the grant. <br />6. To receive advance payments: <br />a. Written procedures must be in place by the departments to minimize time between <br />transfer of funds and disbursement by the entity. <br />7. Payments to subrecipients are: <br />a. Not required to be maintained in separate depository accounts for federal awards, <br />b. Required to be accounted for by receipt, obligation and expenditure of federal <br />awards. Documentation must be kept and very good descriptions used on <br />expenditures to the system. If using a project account, more defining items could <br />be set up to provide better information but each department will need to contact <br />finance department to aid in this endeavor. <br /> <br />Personnel Compensation Documentation <br />