It is imperative that all Activity Directors reconcile their budgets on a monthly basis so that they are spending funds in a manner that is consistent with the objectives outlined in the Title III proposal. The University Staff Accountant and the Assistant Coordinator also monitor the activity balances, but the ultimate responsibility lies with the Activity Director for accuracy for line item expenditures.
- Planning – this process should begin at least six months prior to an annual activity continuation and one year prior to the start of a new five year grant renewal. The planning process should follow the standard allocation categories : personnel, fringe benefits, travel, equipment, supplies, contractual, construction/renovation and other.
- Allocation – usually the amounts suggested by the Activity Director is up held by the Coordinator and the Program Officer. Often times once an activity has started some line items need to be re-allocated. If the re-allocation occurs within an activity and is between already approved line items the Coordinator will make the determination. If the allocation is between activities this requires the approval of the Program Officer. The Coordinator will facilitate the process for the approval.
2.1 Budget Revision
Activity budgets were carefully prepared to support the narrative of the activity and no changes or substitutions can be made without prior approval of the Title III Coordinator and, in some cases, the Department of Education.
2.2 Budget Transfer Request
There are some limitations to transferring funds between line items. The Activity Director should consult the Title III Coordinator prior to completing a Budget Transfer Request Form . The form must be signed by the Activity Director prior to being submitted for the Title III Coordinators approval.
Title III funds may not support any service, program or position which was supported by University resources prior to awarding to the Federal Grant. Adequate records must be maintained to document accountability for any use of regular University staff in Title III grants.
2.4 Account Number
This is a 10 digit number issued by the Office of Fiscal Services. This number should appear on all requests for Title III funding. This number is exclusive to each individual activity. A new account number is issue each year of the five year grant cycle.
All purchase/check requisitions must be justified based on the activity's goal before it can be approved by the Title III office and processed. All purchase must be pre-approved by the Coordinator in advance. Failure to comply with this requirement could result in rejection of the use of Title III funds for the purchase and may also result in personal liability for the purchase. The purchases must be in accordance with the allowable expenses as outlined in Title III HBCU Sec. 323 (a) and HBGI Sec. 326 (c) . If the item(s) or service requested is not part of the approved budget, a separate amendment to the project budget must accompany the request. This amendment should be in the form of a narrative explaining how this purchase will impact the measurable outcome of the project and a brief description of the item or services. This request will be forwarded by the Coordinator to the Program Officer for consideration of approval. Purchasing procedures must be followed to secure goods and services. This will require the timely submission of purchase/check request with all the appropriate signatures and documentation attached. CURRENT XAVIER UNIVERSITY PROCUREMENT PROCEDURES SHOULD BE ADHERED TO FOR TITLE III PURCHASES.
As standard business practices all invoices should be processed for payment within the initial 30 days of service. Standard Office of Fiscal Services procedures should be followed. As customary all purchases requiring Title III funding MUST be submitted to the Title III Office first. Failure to comply with this requirement will delay payment to the vendor.