Grant Accountant

Position Summary

: The Grant Accountant at Washburn University is responsible for maintaining and managing the financial aspects of grant-funded projects in coordination with principal investigators and the Office of Sponsored Projects Director. Working within the Finance Department, this role supports the development of financial reports and assists with day-to-day financial operations. The Grant Accountant will apply generally accepted accounting principles (GAAP) in managing specialized accounting records, analyzing financial data and transactions, and preparing statements and reports related to assigned areas. Responsibilities may be carried out at Washburn University and/or Washburn University Institute of Technology, with work location and tasks determined based on institutional needs.

Essential Functions:
The Grant Accountant ensures compliance with grant financial regulations, such as 2 CFR , and serves as a key liaison for financial management of sponsored projects.

Grants Compliance and Coordination
• Advise Principal Investigators (PIs), the Director of the Office of Sponsored Projects (OSP Director), and other stakeholders on budget implementation and financial compliance to prevent noncompliance with grant and contract requirements.
• Schedule and conduct grant initiation meetings with the PI and OSP Director to review all grant requirements and expenditures.

Review and Oversight of Grant Expenditures
• Examine contracts, payment vouchers, and purchase requisitions to ensure alignment with sponsor and institutional requirements.
• Review monthly grant transactions posted to the Banner system for accuracy and appropriateness.
• Ensure timely fund requests to minimize the time between expenditure and reimbursement.
• Verify that costs are allowable, allocable, reasonable, and consistent, subject to compliance review and approval by the PI and OSP Director.
• Prepare journal vouchers and payroll reallocations to allocate matching funds and expenses correctly.

Expenditure and Invoice Management
• Review expenditures and invoices for compliance with agency guidelines, federal regulations, and the Washburn University Policies, Regulations, and Procedures Manual (WUPRPM).
• Identify instances of noncompliance and communicate corrective action plans to the PI, OSP Director, and Director of Accounting.
• Submit authorized expenditures and invoices to Finance/Accounts Payable.

Fund Management and Monitoring
• Ensure proper segregation of grant funds by assigning a unique fund code to each grant in the University’s accounting system.
• Monitor grant fund codes to prevent the commingling of funds and ensure compliance with WUPRPM Section O.
• Review and verify all in-kind or matching contributions.

Documentation and Reporting
• Maintain original Time and Effort documentation in compliance with grant requirements.
• Prepare and submit financial reports and funding requests to sponsoring agencies.
• Maintain organized and readily accessible fiscal documentation for each grant project.
• Create and maintain subsidiary ledgers (budget spreadsheets) to track expenditures.

Agency Communication and Modifications
• Serve as the primary fiscal contact for sponsoring agencies.
• Submit budget modifications or extension requests as needed.
• Communicate with sponsoring agencies regarding financial matters and provide documentation copies to the PI and OSP Director.

Asset and Compliance Management
• Determine equipment ownership and ensure compliance with regulations for all supply and equipment purchases.
• Compile data for all post-award financial reports required by sponsors or university administration.
• Assist in ensuring timely and accurate project closeouts with sponsors.

Audit and Recordkeeping Responsibilities
• Serve as the lead contact for audits of sponsored projects.
• Provide auditors access to all required records, including personnel, financial, and supporting documentation.
• Meet with the PI and OSP Director within days of grant termination to review fund code accounts, reconcile expenditures, and prepare final financial and inventory reports.

Federal Reporting and Reconciliation
• Collaborate with university departments to obtain federal financial aid data.
• Prepare and submit the Schedule of Expenditures of Federal Awards (SEFA) for the university’s annual audit in compliance with OMB Circular A-.
• Respond to audit requests related to non-financial aid federal programs.

General Accounting Support
• Support the Accounting Department with general accounting duties and special projects as needed.
• Perform other job-related duties as assigned or as appropriate.

Required Qualifications:
• Bachelor's degree in accounting, finance, economics, business administration or a closely related field.
• Proven knowledge of business and accounting policies, processes, and procedures.
• Experience using Excel and Word software.
• Demonstrated effective organizational skills and attention to detail.
• Effective communication skills with the ability to build and maintain professional working relationships.
Preferred Qualifications:
• Bachelor's degree in accounting or business administration.
• Accounting work experience or internship.
• Experience working with Federal and State grants.

Exempt, Full time, Mon-Fri,
Background Check Required