NSCC is required to follow TBR and State policies and procedures for the majority of our grants. Some grants are governed by Federal guidelines as well.
Invoicing schedules for grants vary – monthly, quarterly, yearly -- within a specified number of days or with an expiration date. It is our responsibility to provide as complete an invoice as possible according to grant specifications.
Grant personnel are required to have documented proof of the charges that are invoiced. When charges are in doubt within an invoice period, we may omit or include these charges with the intention that we can reconcile them with the grant administrator. The grant administrator is responsible for justifying purchases or charges within their grant. Proof and justification may be required by the grant account contact, the grantor, or State or outside audit personnel.
Purchasing privileges for grant (restricted) accounts are not subject to the NSCC purchasing cut-off date. Restricted accounts may continue to purchase as needed until the grant expires. It is helpful to Finance & Administrative Services personnel for you to keep in mind the fiscal year-end deadlines. While there is no purchasing cut-off date for restricted accounts, it is greatly appreciated if major purchasing activity slows or suspends (if possible) during June of each fiscal year.
We strongly recommend that grant administrators attempt to complete account transactions as far ahead of the grant expiration date(s) as possible to minimize encumbrances and differences in P.O. amounts and actual invoice amounts. Once a grant is financially closed, the grantor will not normally reimburse or refund any differences in outlays. Any overage or shortage in amounts after the grant has been financially closed will be charged to the grant administrator’s NSCC account or an account that has been approved to accept the charges.
You are also encouraged to provide blanket approvals when possible for food purchases and update Employee Access Forms as necessary.