Grants Accounting and Financial Management (GAFM) Regulations
GAFM is responsible for adhering to procedures in compliance with the University, the State of Florida, and the funding source's rules, guidelines, and regulations. Audits conducting by agencies, state, and federal auditors require GAFM to maintain sound fiscal and internal controls. Further, ORSP is responsible for certifying that project activities are in the best interest of the University and enhance its academic mission. Therefore, the GAFM area is guided by federal, state, agency, and university specific guidelines:
Federal Regulations (Circulars)
The Office of Management and Budget leads the development of government-wide policy to assure that federal funds are managed properly and that federal dollars are spent in accordance with applicable laws and regulations. The OMB established such policies through circulars and common rules.
OMB Circular A-21 (Principles for Determining Costs Applicable to Grants, Contracts, and Other Agreements with Educational Institutions):
Defines the financial framework for administering federally sponsored research; describes the basis for calculating facilities and administrative (F&A or indirect costs); and provides a reference section for determining how to charge specific, common costs.
OMB Circular A-110 (Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations)
Establishes standards for obtaining consistency and uniformity among federal agencies in the administration of grants and other agreements.
OMB Circular A-133 (Audits of States, Local Governments, and Non-Profit Organizations):
Establishes standards for obtaining consistency and uniformity among federal agencies for audits.
Code of Federal Regulations
The Code of Federal Regulations (CFR) is the codification of the general and permanent rules published in the Federal Register by the executive departments and agencies of the Federal Government. It is divided into 50 titles that represent broad areas subject to Federal regulation.
Federal Acquisition Regulations
The Federal Acquisition Regulation (FAR) is the principal set of rules in the Federal Acquisition Regulations System. That system consists of sets of regulations issued by agencies of the Federal government of the United States to govern what is called the " acquisition process," which is the process through which the government purchases ("acquires") goods and services.
GAFM must comply with several university established guidelines for processing expenditures, purchasing commodities and services, and processing documents.
- Requisition Process: A requisition is a request to buy goods or services through the Purchasing Office
- Direct Pay: A direct pay invoice is a request for payment of certain expenditures that the University of North Florida Controller's Office is permitted to make without going through the requisition process for prior approval of the Purchasing Director
- Procurement Card (Pcard): The UNF Procurement Card is a Visa credit card administered by AmSouth Bank in conjunction with the Banner Financial System
- Travel Procedures: Individuals traveling on official university business must adhere to Florida Statute 112.06 when requesting travel through a travel authorization request and receiving reimbursement through a travel reimbursement form
- Stipends/Financial Aid: A stipend is provided as a subsistence allowance for fellows to help defray living expenses during the research training experience. It is not provided as a condition of employment with either the federal government or the sponsoring institution. Tuition waivers/payments are also provided to research students
- FARS: Federal regulations require the university to monitor the effort (time) spent by faculty and other employees charged to federally sponsored agreements. While the Office of Management and Budget Circular A-21 (section J8) prescribes various options for compliance, the university has implemented the "After-the-Fact" activity reporting method for certifying employee effort. This method requires those employees who are issued an Effort Certification Report to distribute effort to various classifications or fundtions that are consistent with the nature of the work performed. The University Faculty Activity Reports (FARs) constitute the official record of a faculty member's activities for each academic term. FARs also serve as the official record of faculty effort devoted to externally funded contracts and grants and provide a key source of documentation of how this effort is compensated. GAFM is responsible for verifying and confirming activity on FARS related to sponsored activities
- Personnel Processing/Payroll: To process employment status and to ensure payment with the university, appropriate personnel documentation must be completed as outlined by the Office of Human Resources. The GAFM area approves payroll documents related to sponsored activities and assist administratively in completing these forms
- Independent Contract Agreements: An independent contractor is a person who practices an independent trade, business, or profession in which they offer their services to the public
- Property: The university is held strictly accountable for all property acquired with funds made available from grants and contracts, as well as that acquired from annually budgeted funds. Title to the property vests with the university except when the grantor elects to retain title.