13 Things to Know When Managing Staff Paid by Grant Funds

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By Kristeen Christian, Assistant Vice President, Resource Development                      

Managing grant staff can be complicated. As a manager, you are responsible for compliance with the funding source and College sliceguidelines. By working closely with the resource development team, you can be sure that all aspects of the grant, including the management of staff paid by grant funds, is properly implemented from the moment the grant is awarded until closeout.

Grants provide valuable resources for the College, and by following a few simple steps you can see that your grant project starts and ends successfully.

Here are 13 tips handy for quick reference:

1. The terms of the contract are accepted as written in the proposal and cannot be changed without approval. You need to become familiar with the proposal to adequately support your grant staff.

2. As a supervisor, you are responsible for meeting the deliverables of the grant, including the budget.

3. The grant year varies and may not follow Valencia’s fiscal year. Many federal grants follow the federal calendar, October 1 – September 30. You will need to know what the grant cycle is to ensure proper spending of funds.

4. Grant staff members are Valencia employees with the responsibility of working on the grant project that they are assigned. For staff members who are assigned 100 percent to the grant, you cannot ask them to do College work that is outside the scope and responsibility of the grant

5. Grant staff members are under the same College policies as other Valencia employees.

6. Grant staff members will be required to report their time and effort that you will verify. Your time and effort may also be required if you have allocated time in the grant.

7. Project directors are required to complete Grants Management Certification online training within one month of their employment and prior to assuming the responsibilities of project director. This training can be found in the Valencia EDGE.

8. Grant staff members have a few different rules, especially related to their leave time. For example, grant staff cannot carry more than 10 days of vacation to the next year, and any unused vacation will be forfeited.

9. All grant staff are employed under the funding allocation for their specific project, and their employment is not guaranteed if or once the funding ends. If funding diminishes during the grant period, grant staff hours could be changed or they could be released unless the College decides to fund the position.

10. Grant-funded positions must be paid within the pay grade for the College indicated in the approved project budget and should not exceed the budgeted amount.

11. If a current non-tenured College staff accepts a grant-funded position, his or her former position may not be held.

12. If you are a hiring manager of grant staff, you will be required to complete the Hiring Grant Personnel training in the Valencia EDGE.

13. Organizational Development and Human Resources will have grant staff members sign an Acknowledgement of Grant Funded Position Form upon hire so that they are informed and are aware that they are working under grant funds with specific limitations. This form is signed annually.

If you need additional information, please call extension 2909 or visit the Resource Development Office website.

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