ALLOWABLE COST: A cost for which an institution or agency may be reimbursed under a grant or contract with a governmental agency.
AMENDMENT: Modification of existing legislation, e.g. Older Americans Act of 1965 as amended 1973.
APPLICATION CONTROL CENTER: Established by federal and state agencies to centralize receipt of grant proposals.
APPROPRIATION: Legislation enacted by U.S. Congress which establishes a federal activity. The legislation will sometimes set limits on the amount of money that can be appropriated for the activity.
AWARD LETTER: Written notification from the funding agency indicating that a project has been funded, for how long, and in what amount.
BLOCK GRANTS: The grouping of many categorical grant programs into an overall functional area.
BUDGET: A plan for financial operation consisting of an estimate of proposed income and expenditures for a given time period and purpose.
BUDGET CYCLE: The annual fiscal year (for example, July 1 through June 30)
CATALOG OF FEDERAL DOMESTIC ASSISTANCE (CFDA): Contains information about Federal grant and loan programs available from Federal agencies to assist the American people in furthering their social and economic progress. Each program is assigned a CFDA number. This is used in the audit for grant identification purposes, so it must be accurate.
CATEGORICAL AID: Federal or state funds specified for specialized area.
CONFLICT OF INTEREST: Using a vendor that is a member of your family or a personal friend.
CONSORTIUM: A group of organizations sharing in the finances and/or administration of a single grant to accomplish that which no one can do as effectively as when working together.
CONSULTANT: A person with expertise external to an organization who is brought in to lend insight to the solution of a problem.
COPYRIGHT: A statement of legal control over a document (usually by its author) such that anyone seeking to reproduce said document must first obtain permission of the copyright holder.
COST REIMBURSEMENT CONTRACT: Issued on the basis of estimated costs of performing specified tasks; arrived at by negotiation between government and the contractor. Involves payment to the contractor for actual costs incurred up to a ceiling amount.
COVER SHEET: Top sheet of grant summaries information about grant. Usually includes place for authorized signature.
DEADLINES: Dates by which applications for grants or contracts must be submitted. Pay close attention to whether the deadline is "to be received at the agency" by the deadline or "postmarked" by the deadline.
DEMONSTRATION GRANT: Generally of limited duration which seeks to test the feasibility of an idea, approach or program.
DISADVANTAGED: Individuals who because of physical, emotional, social, economic or other reasons are unable to adequately compete within the context of an educational institution.
DIRECT COST: Expenses which can be itemized by categories having descriptive terms for utilization of funds, e.g. salaries and wages, travel, etc.
DUNS NUMBER: Identification number used for Department of Education proposals.
EDGAR (Education Department General Administrative Regulations): Regulations relating to federal grants.
FEDERAL I.D. # OR FEDERAL ENTITY NUMBER: Coconino Community College District’s number is 86-0686666.
FEDERAL REGISTER: Contains proposed and final guidelines, and other administrative regulations of programs as announced by Federal agencies in precise working of the law. It may be accessed online.
FISCAL AGENT: The organization that is responsible for receiving, monitoring and managing grant funds.
FISCAL YEAR (FY): Is designated by the calendar year in which it ends, e.g. FY 00 covers the period July 1, 1999 to June 30, 2000. The Federal Fiscal Year is October 1 through September 30.
FORMULA GRANTS: Funds distributed by the Federal government (usually to state agencies) for use in specified projects. The funds are awarded on the basis of demographic and economic data from which a formula has been computed.
FRINGE BENEFITS: Benefits such as life and health insurance, retirement, unemployment compensation and workers compensation that are paid in addition to salary. Benefit packages change yearly.
FULL TIME EQUIVALENT: The amount of time spent or required in a less than full time activity divided by the amount of time normally spent or required in a corresponding full time activity during the regular school term. (Also referred to as a regular, budgeted position)
GRANT APPLICATION PROPOSAL: Form acquired on the K-drive necessary to initiate any procurement attempts.
GRANTEE: One who receives and administers a grant.
GRANTOR: Agency that gives funds to carry out projects.
IN-KIND: Can be a donation or contribution of services, equipment,
supplies, and/or human
resources.
INDIRECT COSTS: Those costs that cannot be identified specifically with a particular program, project, or activity. They are costs that are incurred for several purposes that are necessary to the operation of the institution or agency; for example, library resources, building maintenance, and general administration.
MATCHING FUNDS: Cash or "in-kind" support contributed by the grantee to fulfill objectives of project. Amount of needed matching funds varies with program.
MEASURABLE OBJECTIVES: Objectives stated in such a way that the achievement of them may be determined with a relative degree of precision by objective observation and measurement (also called criterion-based objectives.)
NEEDS ASSESSMENT: A continuous, formal process for identifying in what areas and by how much the present system is short of its ideal state.
OFFICE OF MANAGEMENT AND BUDGET (OMB): evaluates the effectiveness of federal programs, policies, and procedures, assesses competing funding demands among agencies, and sets funding priorities. OMB oversees and coordinates the Administration's procurement, financial management, information, and regulatory policies to develop better performance measures and coordinating mechanisms, and to reduce any unnecessary burdens on the public.
OUTREACH: Contributes to eliminating artificial barriers to the use of educational resources by finding new ways to serve.
PASS THROUGH AGENCY: State or Local Agency that receives funds and conducts its own application and award process, e.g. Tech Prep.
PRE-APPLICATION: A prospectus following a prescribed format developed by an agency and utilized to screen proposals.
PRIME GRANTEE OR PRIME CONTRACTOR: A single agency that has the overall responsibility for conducting a program usually involving subcontractors.
PROJECT PROGRAM OFFICER: The Federal or State agency representative who has the task of monitoring the project, providing technical assistance to the project, and insuring that the objectives are met within the framework of regulations.
PROPOSAL: An application submitted to a funding source seeking approval and funding.
PUBLIC BENEFIT: A Statement of Public Benefit is needed to
explain in detail how a function will
benefit the public. Refer to Purchasing Procedure 202.2, available on the K-drive.
Examples are promoting CCC, promoting student success, cost savings.
PUBLIC LAW (PL): Means of classification of laws passed by Congress, e.g. P.L. 88-269 Library Services and Construction Act (1964) is translated as a public law passed by the 88th Congress.
RESOURCE INVENTORY: An enumeration of services, facilities, personnel, and agencies related to a particular topical area.
REVENUE SHARING: Tax funds appropriated by Congress and distributed to local and state governments in sums determined by a complex formula.
REQUEST FOR PROPOSALS (RFP): An announcement by an agency that it is accepting proposals to accomplish a specific objective.
STAKEHOLDERS: Constituents and/or partners who can benefit from the grant.
STATE PLAN: Document developed by a state agency, based on guidelines from and to be approved by Federal agency, in order to insure that (1) funds flow to supplanting state and/or (2) that state is in compliance with regulations.
SUPPLANTING: Use of grant funds to pay for ongoing activities already budgeted or for the usual activities assigned to a position.
TITLE: A major section of a piece of legislation, e.g. Title I Higher Education Act, 1965.