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Grant accounting

Proposal and funding approval process

In June 2007 a new process was developed for solicitation and acceptance of external private funding and additional public funding. The goals of this new process are:

• increase the quantity of strategic donor cultivation
• improve the quality of strategic donor cultivation
• increase internal coordination and oversight
• improve compliance
• improve accountability

This new process has two highlights worth noting. First, all requests for external private and public funding must be coordinated with the Minnesota State Colleges and Universities Foundation prior to submission of a grant or funding application. Second, all requests for private, i.e. foundation and corporate, funding must be made by the Foundation, not a division or unit within the Office of the Chancellor.

1. Program/Project Manager (prior to submission of a grant or funding application to a potential external funder).
   1. complete top half of "Grant Proposal and Funding Request Approval" form (Part I sections titled "Title" through "Potential Grants")
   2. sign and date section titled "Funding Approval Request"
   3. if external funding will benefit or require resources from campus, obtain approval signatures from department chair and/or Dean in section titled "College/University Approval"
   4. submit form to Director of Foundations and Corporate Relations in Development Office
2. Director of Foundations and Corporate Relations.
   1. consult with Program/Project Manager
   1. if request declined, return with written explanation to Program/Project Manager
   2. if request approved, submit to Executive Director of MnSCU Foundation for review and approval signature; return to Program/Project Manager
3. Program/Project Manager.
   1. route Approval form for review and approval signatures or declinations to:
      1. Associate Vice Chancellor or Executive Director, i.e. the individual who directly or indirectly supervises the activities of the Program/Project Manager; and
      2. Cabinet Officer or Delegated Designee, i.e. Senior Vice Chancellor or other cabinet member with responsibility for the Program/Project Manager activities or the cabinet member's designee who has signing authority identified in the designee's Delegation of Authority letter; and
      3. Vice Chancellor-Chief Financial Officer
4. Following approval by Vice Chancellor-CFO and if potential external funding source is private, i.e. foundation or corporation.
   1. Program/Project Manager identifies specific potential funder(s), with assistance from Development Director if requested
   2. Development Director completes funding application(s), with assistance from Program/Project Manager when required
   3. Development Director, on behalf of MnSCU Foundation, submits funding application(s)
   4. Development Director manages funding application process, completing Part II Checklist of "Grant Proposal and Funding Request Approval" form to document progress and completion of funding
5. 5. Following approval by Vice Chancellor-CFO and if potential external funding source is public:
   1. Program/Project Manager identifies specific potential funder(s), with assistance from Development Director if requested
   2. Program/Project Manager completes funding application(s)
   3. Program/Project Manager, on behalf of MnSCU, submits funding application(s)
   4. Program/Project Manager manages funding application process, completing Part II Checklist of "Grant Proposal and Funding Request Approval" form to document progress and completion of funding

If you have questions or comments please email us (accounting@so.mnscu.edu) or refer to the staff directory link at the top of this page for additional contact information.