title iii technical assistance - florida a&m university · 2013. 10. 29. · title iii mission...

Title III Technical Assistance Dr. Wanda Ford, Interim Executive Director

Title III Mission Statement

The mission of Title III Programs is to ensure that federal resources are effectively and efficiently used to assist the University in becoming self-sufficient and expanding its capacity to serve low-income students. The funds are provided to improve and strengthen the University’s academic quality, institutional management, fiscal stability, and student service outcomes.

Responsibilities of an Activity Director

•  Progress on Objectives •  Fiscal Management •  Meetings and Communication •  Budget Modifications •  Reports

Supplanting - Supplementing Requirements

•  Identifying the difference between Supplementing and Supplanting

•  How to Avoid Supplanting •  Steps to take if supplanting exists

Site Visits (1 visit per quarter)

•  Progress on Objectives •  Fiscal Management •  Personnel Management •  Property Management •  Communications

Glover, Mitchell, Rice

Funding Year start-up Procedures - The following forms should be completed before spending begins:

•  Signature Authority - The purpose of this form is to allow the Activity Director to give signature authority in their absence.

•  Property Designee - The purpose of this form is to assign an individual who will be responsible for maintaining the inventory of equipment.

Linda Francis

Routing of Documents through the Title III Office

•  This policy has been established to ensure that Activity Directors and their representatives are aware of the standard procedure for routing documents through the Title III office.

•  Requisitions •  Stipend/Award Notification •  Travel •  Personnel •  Property Related Forms •  Budget Modifications

Routing of Documents through the Title III Office

PERSONNEL

•  OPS •  Faculty/Graduate Assistant •  USPS and A&P •  Cost Center Report •  Time and Effort Reports •  Personnel Contracts

Jeanine Nelson

OPS

•  21 days prior to start date in TTRAC •  OPS Personnel must have full justification in

section “5” •  OPS Personnel Terms & Condition form •  Activity Director’s signature •  Submit through appropriate signature process •  Call Human Resource for approval to start

Faculty Graduate Assistant

•  21 days prior to start date in TTRAC •  Back-up documentation (contact Academic

Affairs & Graduate Studies) •  Submit through appropriate signature process

USPS and A&P

•  Submit through appropriate signature process •  Back-up documentation (contact Human

Resources) •  Submit through appropriate signature process •  Human Resources will contact Activity with

start date

No one should begin work until paperwork is approved and in the University system

How to enter a Personnel Contract Michael Rice

How to enter a Personnel Contract

How to enter a Personnel Contract

How to enter a Personnel Contract

How to enter a Personnel Contract

How to enter a Personnel Contract

How to enter a Personnel Contract

How to enter a Personnel Contract

Cost Center Report (CCR)

•  To ensure employee is paid on the correct funding source

•  CCRs are available in the iRattler system Wednesday before payday

•  Review salary and funding source for each employee

•  Note any issues and resolutions on CCR Report •  Sign CCR and submit into TTRAC

Jeanine Nelson

Time and Effort Reports (T&E)

•  To document reporting effort per semester •  Contracts & Grants distribute T&E Report to

Title III Programs •  Title III electronically distributes via TTRAC •  Activity Director or person with firsthand

knowledge of effort should verify and sign report

•  Note any issues and resolutions on T&E Report

Time and Effort Reports

•  Activity must submit original Time and Effort Reports to the Office of Contracts and Grants within 7 days and submit a scanned copy in TTRAC system

Submitting a Travel Authorization

•  Creating the Travel Authorization (TA) •  Emailing documents •  21 day requirement

Lorraine Harris

Trip Reports

•  Purpose of a Trip Report •  How to access a Trip Report •  Submission of a Trip Report

Travel Reimbursement

•  Creating an Expense Report in iRattler •  Email receipts

Meals, Per Diem and Mileage Allowance

•  Meals •  Per Diem •  Mileage allowance

International Travel

•  Prior approval •  Letter of request •  Information to include in the letter of request

Submitting Requisitions

•  Entering & Submitting Requisitions (iRattler-Department)

•  Quotes, Other additional documents, and Justifications

•  Denial/Approval •  Follow-up on vendor payments •  Entering into TTRAC (Title III Budget

Coordinator) •  Budget Check/Purchase Order/Item Received/

Payment

Latosha Adams

Spending Carry-Forward Funds

•  Quotes/Vendor identification in iRattler •  Input into TTRAC (Department) •  Signatures •  Input into iRattler (Title III Budget Coordinator) •  Tracking Order

Title III Equipment

Property accountability requirements

• Responsibilities • Tags • Inventory • Direct Shipments • Forms

Lorraine Harris

Consultant Contracts

To ensure that Title III Activity Directors are aware of the procedures for submitting consultant contracts.

•  The Consultant Flowchart Process •  Short Form •  Long Form •  Speaker Agreement

Linda Francis

Consultant Agreement Flowchart

Submitting a Quarterly Report Michael Rice

Submitting a Quarterly Report

Submitting a Quarterly Report

Submitting a Quarterly Report

Submitting a Quarterly Report

Questions?

title3@famu.edu www.famu.edu/titleiii