2021-057 Grants Management OfficeDate: August 13, 2021 Report No. 2021-057
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
Grants Management Office
EXECUTIVE SUMMARY:
In September 2020, the Grants Management Office (GMO) began to operate with Laura Behrens
as the new Grant Administrator and Daniel Jones as the Grant Analyst. GMO staff meet with
City departments to better understand the types of grants departments were awarded, how grants
were being administered, and their experience with grant management.
A policy and standard operation procedures (SOP) document was drafted with input from several
working groups within the City. They also incorporated general Federal, State, and local
requirements as well as audit and accounting best practices. The policy outlines roles and
responsibilities in managing grants and lays out a process for the review, approval(s),
administration, and close-out of grants. The SOP provides additional detail specific to pre-award
procedures and the post-ward procedures for the programmatic administration of a grant.
DISCUSSION:
The Grants Management Office (GMO) began to operate in September 2020 with Laura Behrens
as the Grant Administrator and Daniel Jones as the Grant Analyst. The office was formed as a
result of grant audits that recommended centralization and standardization in the management of
grants to ensure compliance with requirements.
GMO staff meet with City departments to better understand the types of grants departments were
awarded, how grants were being administered, and their experience with grant management. The
meetings identified needs in the following areas:
Evaluation of grant opportunities to determine eligibility, alignment with
Council/City/Department initiatives, and feasibility in carrying out grant proposals
Coordination between departments and stakeholders in the planning and execution of
proposed grant projects
Designated roles and responsibility for grant management and programmatic activities
Training on Finance procedures, the Procurement process, and general grant requirements
Documentation and record retention for reporting
Centralization of grant information and documentation
Standardization in grant evaluation and management
A policy and standard operation procedures (SOP) document was drafted with input from the
Internal Auditor, Legal, Finance, Purchasing and several working groups. They also
incorporated general Federal, State, and local requirements as well as audit and accounting best
practices. The policy outlines roles and responsibilities in managing grants and lays out a process
for the review, approval(s), administration, and close-out of grants. The SOP provides additional
detail specific to pre-award procedures and the post-ward procedures for the programmatic
Date: August 13, 2021 Report No. 2021-057
administration of a grant. Both documents have been reviewed and approved the City’s internal
Policy Review Committee.
A major component of the new policy and process was the formation of the Grant Review
Committee (GRC) to review and discuss proposed grants prior to submission. The purpose is to
engage stakeholders prior to submission of the grant application and to better understand the
commitments and requirements that go along with a grant award. The GRC is comprised of the
Grant Administrator, Finance Director, Budget Manager, Procurement Director, Controller, and
a Department Head. Other department representatives who may be involved or impacted by a
proposed grant project are also included as needed. A recommendation is made by the GRC on
whether to proceed with the application. Grant proposals meeting certain criteria also require
City Council approval prior to submission of a grant application.
Under the policy, the GMO is responsible for providing city‐wide coordination and monitoring
of grants, ensuring the City’s grants management program is current and effectively meeting the
City’s policies and granting agency’s requirements, and providing support in grant management
and compliance activities. This includes helping identify grant opportunities, drafting grant briefs
with essential information to determine eligibility and feasibility, helping in the preparation of
applications, coordinating the review of grant proposals, facilitating the approval process for City
Council, and supporting reporting and closeout requirements.
Additionally, GMO has created tools to assist departments in grant management such as a grant
workflow, budget workbook, and resource guides. The information is shared on the City’s
internal HUB for easy accesses and availability by all staff. Record retention has been setup on
the global drive to house all grant documents and training has also been developed and held with
several departments on the new process.
Departments are responsible for direct management of the grant, overseeing the administrative
and fiscal activities of the grant, and ensuring the terms and conditions of the award are met.
Departments lead the preparation of the application and make the submission. Departments also
carry out the programmatic activities of the grant project, obtain and retain documentation, and
perform reporting requirements.
The division in responsibilities provides clarity in expectation, sets accountability, and
incorporates best practices in review and approval processes. Responsibilities are also divided in
this way because in most cases GMO staff do not have the technical knowledge to administer the
grant projects and would not participate in programmatic activities. Departments are better
positioned as subject matter experts and with direct knowledge and information on their grant
activities for implementation, performance measuring, and reporting.
In addition to the grant work at the department level, the GMO is taking an active role in the
planning and preparation of programs related to the American Rescue Plan Act, the Hotel
Occupancy Tax Revenue Fund Program, and assisting with Capital Project’s grant programs.
Date: August 13, 2021 Report No. 2021-057
CONCLUSION:
The GMO is evaluating a grant management solution to further centralize grant information and
documentation for grants received as well as manage grants awarded out. The system would
have the ability to filter and provide briefs on open grant opportunities, integrate with the City’s
financial system to display grant account information, and set and send notifications on grant
actions for those grant that have been awarded to the City. It would also provide functions to post
grant opportunities, design and accept applications, provide reporting tools, and mange recipient
monitoring for grants awarded out by the City.
ATTACHMENT(S):
Exhibit 1 – Grant Policy
Exhibit 2 – Standard Operating Procedures
Exhibit 3 – Grant Process
STAFF CONTACT:
Laura Behrens
Grant Administrator
Laura.Behrens@cityofdenton.com
CITY OF DENTON
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE
SECTION: FINANCE REFERENCE NUMBER:
402.10
SUBJECT: GRANTS INITIAL EFFECTIVE
DATE:
xx/xx/20
TITLE: GRANT ADMINISTRATION LAST REVISION DATE:
DIRECTIVE
Grant funds received by the City of Denton support important programs and services the City
provides to the community. These funds allow the City to extend pre-existing services, introduce
new initiatives, gain technological advances, and subsidize programmatic staffing. While
providing a financial benefit to the City, these programs also contain certain requirements for
compliance by the City. The purpose of this directive is to develop, implement, and maintain
meaningful grant oversight and coordination for the City, thereby increasing grant-related
revenue, limiting the City’s exposure to grant-related liability, and improving the efficiency and
impact of programs and services funded through grants. This directive establishes the
responsibility for ensuring contract compliance and provides pre-award, post-award, and close
out processes as defined below.
ADMINISTRATIVE PROCEDURES
I. SCOPE AND APPLICABILITY
All employees of the City having grant management or accounting responsibilities shall conduct
all related activities in compliance with rules and guidelines set forth by this policy and by their
respective department grant procedures.
Every grant opportunity and awarded grant shall follow the procedures outlined in this policy.
Grant programs with approved policies and established procedures that require review by a City
Council appointed board, commission, or committee will follow the approved policies for that
program and all applicable federal and state laws, grant requirements, and City policies.
II. CONFLICT OF INTEREST
City officials and employees should be diligent in the identification of potential conflicts of
interest when working in any capacity with any proposed or funded grant involving the City.
No officer or employee of the City shall have any interest, financial or otherwise, direct or
indirect, or have any arrangement concerning prospective employment that will, or may be
reasonably expected to, bias the design, conduct, or reporting of a grant funded project on which
he or she is working.
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE
TITLE: GRANT ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER:
402.10
It shall be the responsibility of the Grant Manager for each particular grant funded project to ensure
that in the use of project funds, officials or employees of the City and nongovernmental recipients
or sub‐recipients shall avoid any action that might result in or create the appearance of a conflict
of interest and ensure adherence to City of Denton Policy 10.00 Ethics.
III. DEFINITIONS
A. Automated Standard Application for Payments (ASAP) – A Federal
payment program that allows grantee organizations receiving Federal funds to
draw from accounts pre-authorized by Federal agencies via an online website for
automatic payment to the City’s bank account.
B. Catalog of Federal Domestic Assistance (CFDA) – Publication that includes
information related to all Federal programs, including the program title, description,
history, and assigned number (CFDA number).
C. Data Universal Numbering System (DUNS) – The nine-digit number established
and assigned by Dun and Bradstreet, Inc. (D&B) to uniquely identify entities. A non-
Federal entity is required to have a DUNS number to apply for, receive, and report on a
Federal award. The Federal Government uses the DUNS number to track how Federal
money is allocated. The DUNS number for the City of Denton is 071380190.
NOTE: This number is annually renewed by Finance every June 30th.
D. Discretionary Grants – Funded by federal or state legislation to address current
social issues. Allows legislation to use discretion in determining how the grant program
will be designed and who will be eligible for funding. These grants are usually
competitive in nature and are determined through a peer review process.
E. Employer Identification Number (EIN) – The nine-digit number assigned by the
Internal Revenue Service. The EIN number for the City of Denton is 75-6000514.
F. Federal Awards – Grants of Federal financial assistance (grants, loans, loan
guarantees, property, etc.) and Federal cost-reimbursement contracts that the City
receives directly from the Federal awarding agency or indirectly through a pass-through
entity.
G. Formula Grants – Also known as entitlement grants, formula grant awards are
determined by a mathematical formula defined in a statute (federal or state) that takes
into account the demographics to be served by the grant. These grants are not
competitive, although grantees are required to complete grant applications and comply
with other grant requirements in order to ensure that grant funds are expended in
accordance with the defined purpose and goals of the grant program.
H. Funding Source – The originating Federal or State agency providing the grant. A
pass-through grant from the State shall always have a Federal agency as the Funding
Source.
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE
TITLE: GRANT ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER:
402.10
I. Grants – The overall encompassing term for an award of financial assistance,
including cooperative agreements, in the form of money, property in lieu of money,
professional services, staffing or other financial assistance paid or furnished by the State,
County, Federal government, or other entity to carry out a program in accordance with
rules, regulations, and guidance provided by the grantor entity/agency.
J. Grant Administrator – Individual assigned daily responsibility for ensuring that
the grant is administered in accordance with all grant requirements and that all applicable
documentation is maintained.
K. Grant Accountant – Accounting department employee assigned to ensure proper
general ledger recording of grant funds. Employee will prepare the SEFA report and
assist the Grants Management Office with compliance reviews.
L. In-Kind – A contribution of equipment, supplies, or other tangible resource, as
distinguished from a monetary grant. Some organizations may also donate the use of
space or staff time as in-kind contribution.
M. Pass-through Entity – A non-Federal entity that provides a sub-award to a sub-
recipient to carry out part of a Federal program.
N. Program Income –Income from fees for services performed, from the use or rental
of real or personal property acquired with grant funds, from the sale of commodities or
items fabricated under a grant agreement and from payments of principal and interest on
loans made with grant funds (where authorized).
O. Sub-recipient – A non-Federal entity that receives a sub-award or sub-grant from
a pass-through entity to carry out part of a Federal Program.
P. Supplanting – To deliberately reduce budgeted funds because of the existence of
grant funds. For example, when City funds are appropriated for a stated purpose and
grant funds are awarded for that same purpose, the City replaces its budgeted funds with
the grant funds and shifts the budgeted funds to a different purpose.
Q. Schedule of Expenditures of Federal Awards (SEFA) – A supplemental schedule
to the financial statements that an organization is required to produce when it is subject to
the single audit requirement. It is an essential document for planning and conducting the
audit of the organization. It also provides assurance to those agencies that award
financial assistance that their programs or grants were included in the audit.
IV. ROLES AND RESPONSIBILITIES
The following shall govern responsible parties for activities surrounding the submittal,
implementation, maintenance, reporting and other related duties for grant funded projects by or on
behalf of the City. The full development of a project or programs requires the assistance and
support from all affected parties.
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE
TITLE: GRANT ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER:
402.10
A. Grantor – A governmental unit, foundation or other entity that awards grants.
B. City Council – The City of Denton operates a Council-Manager form of
government. There are six Council Members and a Mayor. Two Council Members and
the Mayor are elected at-large with the remaining four Council Members elected from
single-member districts.
C. Grant Administrator – The primary person responsible for providing city‐wide
coordination and monitoring of grants. This individual is responsible for ensuring that the
City’s grants management and compliance program is current and effectively fulfills the
compliance requirements of the City’s administrative policies and external granting
agencies.
D. Grant Accountant – Responsible for setting up grant accounts, monitoring grant
expenditures, reconciling reimbursement requests, and reviewing required reports prior to
submission.
E. Grant Analyst – The position responsible for providing support in grant
management and compliance activities for the City.
F. Procurement Department – The Procurement Department will process
procurements according to the grant agreement, state and federal laws and regulations,
and City policy. The Procurement Department will also provide guidance in the
development of contracts and sub-recipient agreements in compliance with applicable
regulations and requirements. Grant Managers are ultimately responsible to adhere to the
stipulations from the approved award / contract to ensure that allowable expenditures are
conducted.
G. City Attorney – The City Attorney or their designee shall review the terms and
conditions of a grant agreement. Grant agreements involve little or no negotiation.
Despite the City’s lack of bargaining power in this regard, it is nevertheless prudent to
conduct a legal review of grant agreements to ensure that all of the terms of the
agreement are legally enforceable. In consultation with the Legal Department, the City
will decide on accepting or declining an award based on the terms of the agreement.
H. Grant Review Committee – A Grant Review Committee will be formed with the
purpose of reviewing grants prior to submission to evaluate the benefits to the City,
alignment with City Council goals, consistency with strategic plans and core values of the
City, ability to comply with grant requirements, and short and long-term obligations
associated with a grant award.
I. Administering Department – The Department within the City who was awarded
the grant and / or is overseeing the activities of a grant-funded program or project.
J. Department Heads – An executive manager with programmatic and fiscal
responsibilities for a designated department. He or she is the individual who ensures
adequate staff and infrastructure are provided for the appropriate performance of grant
award management and supervises staff members identified as key members on grant
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE
TITLE: GRANT ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER:
402.10
awards. The Department Head is responsible for ensuring grant programs meet the City’s
current priorities and policy objectives and oversight of the Grant Manager.
K. Grant Manager – The Grant Manager is responsible for the management activities
on a project/grant. Although some tasks may be delegated, the Grant Manager is the chief
accountable person and bears responsibility for the overall administrative and fiscal
conduct of the grant award for meeting the terms and conditions of the award and for
representing the project to the granting agency.
L. Grant Coordinator – The Grant Manager may delegate tasks related to grant
management to a Grant Coordinator or Department Project Manager. This staff member
is responsible for the programmatic activities of the grant. The Grant Coordinator is the
subject matter / field expert or staff member directly involved with operations related to
the grant.
V. PRE-AWARD PROCEDURES
A. Application
All Applications/Requests for grant funding are to be tracked by the Grant Administrator and the
Finance Department. This is to ensure that duplicate applications for the same grant are not
performed as generally grantors will not consider any proposal from a municipality if more than
one proposal is submitted during the same funding cycle. The City shall not submit multiple
grant applications for any one funding announcement or program during the same funding cycle
unless explicitly allowed by the Grantor and approved by the Grant Administrator.
Grant applications involving multiple departments shall be coordinated by the Grant
Administrator. Each Department that is involved with a grant shall be involved fiscally and
programmatically and agree to the elements of the program that may affect their department after
the funding has ended for the grant funding.
Each Administering Department is responsible for assisting in the preparation of the grant
application and provide all required documentation for submittal to the Grant Administrator.
Under no circumstances should work outlined in the grant application Scope of Services begin
prior to the award of the grant and executed agreement(s) being completed. The Grant
Administrator will inform parties of this step being completed, and that work may begin under
the grant agreement.
B. Application Review Process
Proposed grant applications will go through a process of review and approval prior to
submission. The Department Head, or designee, will submit the grant application to the Grant
Review Committee. The Committee will provide a recommendation on proceeding to the
Assistant City Manager/CFO. After review by the Assistant City Manager/CFO, the
recommendation shall be forwarded to the City Manager. The Department Head will be notified
of approval to proceed. Additional direction or approval by City Council may be required.
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE
TITLE: GRANT ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER:
402.10
C. Grant Review Committee
The Grants Management Office will oversee the committee. The committee will be comprised
of:
1. Grant Administrator
2. Finance Director
3. Budget Manager
4. Procurement Director
5. Controller
6. Department Head
D. The Grant Administrator will schedule regular meetings for the Grant Review Committee.
Grant requests shall be submitted to the Committee for review no later than 20 days prior to
the grant agency submittal deadline. This allows for the adequate preparation of documents
by the Department and review by Committee members. Exceptions to this requirement will
be considered on a case-by-case basis and may be authorized by the City Manager or Chief
Financial Officer. Exceptions made to this requirement do not constitute an exception to
other requirements of this directive.
E. The Committee and their related duties shall not, however, relieve the Department Head and
Grant Administrator of primary responsibility for grant compliance.
VI. POST-AWARD PROCEDURES
A. Award Notification and Acceptance
Once the award notification has been received, the Grants Management Office will be notified,
and a copy will be placed in the designated record management system. The Administering
Department, Grant Administrator, Finance Director and assigned Grant Manager are responsible
for reviewing the proposed agreement/document to assure that all conditions required by the
Grantor can be fulfilled. In the event that the funds awarded by the granting entity are reduced
from those requested in the original grant application, the recipient department must ensure that
the goals, objectives and evaluation components can still be accomplished, and that adequate
funding is available to accomplish the intent of the grant. If the review is affirmative, the
recipient department will work with the Grant Administrator to initiate the administration of the
grant.
All award documents must be filed in the designated record management system. Once the grant
has been approved and properly executed, it is the Administering Department’s responsibility to
carry out the project and/or activities associated with a grant to their full extent, while adhering
to all of the terms and conditions prescribed by the Grantor. Failure to do so increases the City’s
exposure to legal liability and compromises current and future grant funding.
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE
TITLE: GRANT ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER:
402.10
B. Award Management
Once the grant funding has been awarded, the work of project implementation begins. The
Administering Department receiving the award must focus on the implementation, monitoring
and evaluation of the grant funded program. Oversight of this process is critical to ensuring that
the interests and responsibilities of the City are met. Grants management entails the
establishment of standard operating procedures and clear, regular communication by the
department and Grant Manager with the Grant Administrator regarding the status of the grant
funded project and required communication with the granting entity.
The Grants Management Office and Department shall manage awards in accordance with 2 CFR
200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards, applicable State laws and/or regulations, and corresponding contractual
agreements. The Grants Management Office and Grant Accountant shall provide assistance and
serve as a resource for clarification of any questions regarding 2 CFR 200.
C. Grant Administration
1. City Council Approval and Signing the Agreement
a) Review and approval by City Council may be required for grant
application or acceptance or to execute grant contracts/agreements.
(1) A grant application reviewed and approved by City Council
prior to submission will require no further action by City Council
unless required by the grant or ordinance.
b) Once approved by City Council, the grant can be accepted, and the
agreement may be signed by the City Manager or Mayor as specified in
the agreement or ordinance.
2. Daily Administration of the Program
a) The Administering Department shall manage awards in accordance
with 2 CFR 200, Uniform Administrative Requirements, Cost Principles,
and Audit Requirements for Federal Awards, applicable State laws and/or
regulations, city policies and corresponding contractual agreements.
b) The Department Head may delegate their daily responsibilities for
administering the grant/award to a Grant Manager. However, the
Department Head still retains overall responsibility for the grant/award.
c) If the grant has subrecipients:
(1) The Administering Department, with assistance and
support from the Grants Management Office, shall perform a risk
assessment for each subrecipient before passing along awarded
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE
TITLE: GRANT ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER:
402.10
funds, in accordance with 2 Code of Federal Regulations (“CFR”)
§200.331, “Requirements for pass-through entities,” and formulate
a risk mitigation plan based on identified risk factors.
(2) The Administering Department, with assistance and
support from the Grants Management Office, shall perform
subrecipient monitoring in accordance with §200.330,
“Subrecipient and Contractor Determinations,” and §200.331,
“Requirements for Pass-Through Entities,” and document such
monitoring.
3. Procurement and Suspension / Debarment
a) All grant-related procurement activities must be conducted in
accordance with all applicable City policies and State and federal laws and
regulations (e.g., Davis-Bacon Act).
(1) Vendors shall be checked against the list of
debarred/suspended vendors in the Excluded Parties List System
(EPLS) on SAM.gov prior to awarding any contract and annually
thereafter at a minimum. Documentation on a search confirmation
must be included in the grant file.
4. Reporting and Reimbursement Requests
a) The Administering Department shall initiate the reporting process
to allow time for review by the Grants Management Office and Grant
Accountant. Reporting shall be submitted to the Grantor in the timeframe
specified by the grant/award agreement.
b) The Administering Department shall prepare reimbursement
requests and submit to the Grants Management Office and Grant
Accountant for review. The Grant Management Office will assist the
Department in ensuring reimbursement requests meet eligible expense and
procurement requirements. Reimbursement requests shall be submitted to
the Grantor in the timeframe specified by the grant/award agreement.
c) The Grant Accountant shall review all reports and reimbursement
requests prior to submission to ensure the reports agree to the general
ledger and assist when needed. The Grant Accountant shall place the
reconciliation in the grant folder in the designated record management
system.
5. Receipt of Grant Funds
When grant funds are received, the Grant Administrator or the Grant
Accountant, whoever first identifies payment has been made, shall notify other
necessary staff of the receipt. The Grant Accountant shall determine the
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE
TITLE: GRANT ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER:
402.10
correct deposit coding. The funds shall be deposited in accordance with
normal deposit procedures and the City’s Cash Handling directive.
6. Program Income
Program income shall be accounted for as authorized by the Federal or State
agency. Program income is usually deducted from total allowable costs to
determine net allowable costs (i.e., Program income reduces the amount of
money the City may be reimbursed with Federal funds). Costs financed by
program income do not count toward satisfying a matching requirement unless
they are expressly permitted in the terms of the assistance agreement. Program
income does not include interest on grant funds, rebates, credits, discounts or
refunds.
D. Other Post Award Requirements
1. Real Property & Equipment
a) Special rules apply to real property and equipment purchased with
grant monies. These rules will be detailed in the regulations or in
documents pertaining to the specific grant.
b) The Grant Administrator or Department Head shall provide the
Assistant Controller the necessary documentation authorizing disposal and
record this documentation in the grant folder on the designated record
managements system.
2. Equal Employment Opportunity Plan (EEOP)
An Equal Employment Opportunity Plan (EEOP) may be required for
some Federal grants awarded to the City. The purpose of an EEOP is to
ensure that recipients of financial assistance are providing equal
employment opportunities to men and women regardless of sex, race, or
national origin. If a department has an EEOP for a grant, it should be filed
in the grant folder in the designated record management system. A copy
of the City of Denton’s Equal Employment Opportunity policy is stored in
the shared drive at O: Grants/Human Resources/100.01 – Equal
Employment Opportunity.pdf.
E. Documentation Maintenance
Timely and accurate documentation is an important element of grant compliance. Documentation
shall be stored in the designated record management system when available by the assigned staff.
1. The Grants Management Office is responsible for managing a centralized
record management system for City grants.
2. Administering Departments are required to maintain a complete file of
award records and supporting documentation for each grant award.
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE
TITLE: GRANT ADMINISTRATIVE DIRECTIVE REFERENCE NUMBER:
402.10
F. Sub-recipient Monitoring
The Department, with assistance and support from the Grant Management Office, shall perform
a risk assessment for each subrecipient before passing along awarded funds, in accordance with 2
Code of Federal Regulations (“CFR”) §200.331, “Requirements for pass-through entities,”.
G. Audit Requirements
1. A Schedule of Expenditures of Federal Awards and the annual audit of
grant programs (single audit) as promulgated by The Office of Management
and Budget’s (OMB) Uniform Administrative Requirements, Cost Principles,
and Audit Requirements for Federal Awards (commonly called “Uniform
Guidance or UG) will be prepared and maintained as required.
a) The Single Audit shall be completed and submitted to the Federal
Clearinghouse within 30 days of the date of the auditors’ report on the
Comprehensive Annual Financial Report (CAFR).
2. The grant/award may also be subject to review by Federal, State and/or
Internal auditors. The City will promptly respond and comply with audit
requests.
3. If irregularities or fraud is detected, the City will be diligent in identifying
and addressing issues that led to the action. Management will take steps
necessary to mitigate the potential for further fraudulent actions. These steps
may include, but are not limited to, directive review, reporting, staff training,
and if applicable appropriate disciplinary action.
VII. CLOSEOUT
After completion of all required performance period activities, the Administering Department
and Grants Management Office shall perform grant closeout tasks in accordance with §200.343
Closeout or corresponding State regulations, City policies, and contractual requirements.
VIII. GENERAL PROVISIONS
The City of Denton reserves the right to change, modify, amend, revoke or rescind all or part of this
directive in the future.
Grants Standard Operating Procedure 1
SOP Owner Grant Management Office
Revision #
Implementation Date DATE APPROVED BY SUPERVISOR/MANAGER
Last Reviewed/Update Date
GRANTS STANDARD OPERATING PROCEDURE
PURPOSE
The purpose of this manual is to define practices and provide the guiding principles for grant
management, including the application, approval, set up, management, accounting, and reporting
of grant activity performed by the City. The goal is to establish controls to maintain and enforce
a sound system of operational procedures in accordance with industry best practices and internal
control objectives. These controls address the operational nature of the processes associated with
grant management.
ROLES AND RESPONSIBILITIES
GRANTOR
A governmental unit, foundation or other entity that awards grants.
CITY COUNCIL
The City of Denton operates a Council-Manager form of government. There are six Council
Members and a Mayor, Two Council Members and the Mayor are elected at-large with the
remaining four Council Members elected from single-member districts.
GRANT ADMINISTRATOR
The primary person responsible for providing city‐wide coordination and monitoring of grants.
This individual is responsible for ensuring that the City’s grants management and compliance
program is current and effectively fulfills the compliance requirements of the City’s administrative
policies and external granting agencies. The Grant Administrator is responsible for:
Maintaining grant procedures
Maintaining an updated City-wide grants database
Oversee the activities of the Grant Review Committee
Researching grant opportunities and notifying departments of such opportunities
Acting as a liaison with funding agency when necessary
Assisting staff with proposal preparation as it concerns adhering to grant
guidelines, policies, and deadlines
Grants Standard Operating Procedure 2
Assisting departments with completing items regarding applying for grants,
accepting awards, and appropriating the grant budgets
Assisting Grant Managers with more complex non-routine aspects of grant
implementation
Initiating the development of grant work plans and timelines
Reviewing agenda items related to grants prior to submission for City Council
agenda
Maintaining a master file system that includes open grants and closed grants in
accordance with the retention requirements
Developing and conducting grants administration training on grant management
and compliance
Facilitating coordination between departments and / or other agencies in the
application of grants
GRANT ACCOUNTANT
Responsible for setting up grant accounts, monitoring grant expenditures, reconciling
reimbursement requests, and reviewing required reports prior to submission. Other responsibilities
include:
Providing the proper account codes to the recipient department
Ensuring that departments track and report programmatic and financial grant
activity in a timely manner
Work with Purchasing Department to ensure all contracts, professional
agreements, invoicing from vendors meet grant specifications for reporting and
reimbursement
Reviewing and auditing required grant documentation necessary to meet grant
funding requirements
Record Grant submittals as outstanding receivable and record receipt of
reimbursement once received, and notify all interested parties
GRANT ANALYST
The position responsible for providing support in grant management and compliance activities for
the City such as:
Providing support in analyzing grant opportunities, conducting fiscal and
operational analysis of potential grants
Working with the Grant Administrator, Grant Accountant, Grant Manager, Grant
Coordinator, Purchasing and Finance personnel in order to gather all information
required to meet grant funding requirements once awarded
Supporting operating departments managing grants internally
Preparing monthly analysis of expenditure forecasts
Conducts detailed examinations of statistics related to grant revenue and
expenditures
Grants Standard Operating Procedure 3
Researching, preparing and maintaining statistical data and narratives required for
grant applications and reporting
Performing a variety of delegated research tasks and projects, document findings,
report preparation, graphs, charts, and other illustrative materials required
PROCUREMENT DEPARTMENT
The Procurement Department will process procurements according to the grant agreement, state
and federal laws and regulations, and City policy. The Procurement Department will also provide
guidance in the development of contracts and sub-recipient agreements in compliance with
applicable regulations and requirements. Grant Managers are ultimately responsible to adhere to
the stipulations from the approved award / contract to ensure that allowable expenditures are
conducted.
CITY ATTORNEY
The City Attorney or their designee shall review the terms and conditions of a grant agreement.
Grant agreements involve little or no negotiation. Despite the City’s lack of bargaining power in
this regard, it is nevertheless prudent to conduct a legal review of grant agreements to ensure that
all of the terms of the agreement are legally enforceable. In consultation with the Legal
Department, the City will decide on accepting or declining an award based on the terms of the
agreement.
GRANT REVIEW COMMITTEE
A Grant Review Committee will be formed with the purpose of reviewing grants prior to
submission to evaluate the benefits to the City, alignment with City Council goals, consistency
with strategic plans and core values of the City, ability to comply with grant requirements, and
short and long-term obligations associated with a grant award. The Grant Review Committee is
responsible for:
Reviewing the Intent to Apply form (Exhibit 1) and supporting information for
reasonableness and determine that the administrative burdens of acceptance do not
exceed the financial benefit to the City
Evaluating the Department’s ability to comply with all grant related requirements
Assessing short and long-term financial and service impacts associated with
acceptance of an award
Making a recommendation to the City Manager or their designee as to the
continuation of the grant process
ADMINISTERING DEPARTMENT
The Department within the City who was awarded the grant and / or is overseeing the activities
of a grant-funded program or project.
Grants Standard Operating Procedure 4
DEPARTMENT HEADS
An executive manager with programmatic and fiscal responsibilities for a designated department.
He or she is the individual who ensures adequate staff and infrastructure are provided for the
appropriate performance of grant award management and supervises staff members identified as
key members on grant awards. The Department Head is responsible for ensuring grant programs
meet the City’s current priorities and policy objectives and the following:
Performing an assessment of resources to ensure the Department can comply with and
fulfill grant requirements
Ensuring the cost benefit factor is adequate relative to the project scope and its
justification is appropriate
Ensuring the Department adheres to the grant directive and process
Assigning staff to adequately manage the grant awards
Reviewing and approving grant applications and proposals prior to submission
Approving any proposed programmatic and fiscal changes to the grant
Reviewing budget amendment requests if they affect commitments by the department
GRANT MANAGER
The staff member responsible for the management activities on a grant or project. Although
some tasks may be delegated, the Grant Manager is the chief accountable person and bears
responsibility for the overall administrative and fiscal conduct of the grant award for meeting the
terms and conditions of the award and for representing the project to the granting agency. The
Grant Manager is responsible for:
Preparing the grant proposal with the assistance of the Grant Administrator, with an
emphasis on the technical and budgetary components
Forwarding all grant agreements to the Grant Administrator for review prior to
execution by the proper City officials
With assistance from the Grant Administrator, prepare the City Council agenda item
and resolution (if required) requesting City Council authorization for the Mayor to
execute the grant agreement and related documents, if approval of the grant
agreement has not been previously authorized
Requesting that budget be established and approved prior to expenditures being made
Monitoring the project budget and ensuring the appropriate charging of expenditures
to the project grant award
Monitoring expenditures to ensure grant funds are spent in accordance with the
approved budget
Gathering supporting documentation on expenditures required for grant reporting and
reimbursement requests
Notifying the Department Head about changes in project scope and budget
Working with the Grant Administrator and Grant Accountant to ensure the
completeness, accuracy, and timeliness of programmatic and financial reports
submitted to the granting agency
Grants Standard Operating Procedure 5
Ensuring the Grant Administrator and Grant Accountant receive copies of any
financial reports for review prior to submission to the granting agency
Ensuring all reports, records or correspondence with the granting agency are
documented in the designated grant file management system.
Adhering to the terms of the grant agreement and policies and notifying the Grant
Coordinator and Grant Accountant if changes are needed
GRANT COORDINATOR
The Grant Manager may delegate tasks related to grant management to a Grant Coordinator or
Department Manager. This staff member is responsible for the programmatic activities of the
grant. The Grant Coordinator is the subject matter / field expert or staff member directly
involved with operations related to the grant. The Grant Coordinator is responsible for:
Identifying operational needs for potential grant opportunities
Developing specifications for the procurement of grant equipment or professional
services
Obtaining the required supporting documentation for procurement of grant related
purchases
Providing documentation of expenses to the Grant Manager for review and approval
Scheduling, tracking, reporting personnel activities related to eligible grant expenses
Ensuring subcontractor and subrecipients have complied with the appropriate work in
a timely manner and in accordance with technical, financial, and other requirements
of the award
Working with Grant Manager to prepare reimbursement requests and required reports
PRE‐AWARD PROCEDURES
APPLICATION
1. Each department is responsible for assisting in the preparation of the grant application
and provide all required documentation for submittal to the Grant Administrator.
2. The Grants Management Office will prepare and provide required demographic,
statistical and narrative information for the City.
3. The Grants Management Office will also assist with communication formatting prior to
submission.
APPLICATION REVIEW PROCESS
1. The Department Head, or designee, shall respond to an Intent to Apply form (Exhibit 1)
to provide pertinent information concerning the grant opportunity. Upon completion of
the questionnaire, but prior to submission to any Federal, State or other granting entity,
City Council or City Manager, the Department Head shall send the completed
questionnaire, along with any required attachments to the Grant Review Committee.
Grants Standard Operating Procedure 6
2. After review by the Committee, the Intent to Apply form along with the Committee’s
recommendation and comments shall be forwarded to the Assistant City Manager
(ACM)/Chief Financial Officer (CFO).
3. After review by the ACM/CFO, the Intent to Apply form shall be forwarded to the City
Manager.
4. The City Manager, or designee, shall notify the Department Head to move forward with
grant application or decline further action in seeking the grant. If the City Manager
approves moving forward, the Department Head can complete and submit the application
to the granting agency.
5. Upon approval by the City Manager or designee, the Grant Management Office will
create a file in the designated record management system. The completed Intent to Apply
form and application will be added to the file to start the documentation process.
6. The Department Head, or designee, will prepare an agenda item for City Council’s
approval prior to application submittal if the grant meets one of the following criteria:
a. Proposed grant expenditures result in a total of $100,000 or more from the City.
b. Will increase the number of personnel requiring additional on-going funding
beyond the term of the grant period.
c. Proposed grant will establish a new program and / or have a measurable impact on
level of service.
d. The Grant Review Committee makes a recommendation for City Council review
7. The Grants Management Office will facilitate City Council agenda items through the
applicable reporting system.
POST‐AWARD PROCEDURES
AWARD NOTIFICATION AND ACCEPTANCE
1. Once the award notification has been received, the Grants Management Office will be
notified.
2. The Administering Department, Grant Administrator, Finance Director and assigned
Grant Manager are responsible for reviewing the proposed agreement/document to assure
that all conditions required by the Grantor can be fulfilled.
3. Each contract, agreement, or acceptance must be reviewed and approved by City Council.
The Administering Department will prepare an agenda item for City Council approval of
the award.
a. Matching requirements should be stated in the agenda item as being
accommodated in the current budget. If not, it must be made clear that a
supplemental appropriation is needed and is being requested with the agenda item.
If an award is a multi-year agreement, future matching requirements should also
be disclosed.
Grants Standard Operating Procedure 7
b. If the grant application was approved prior to submission under Application
Review Process (6) (a-d), a second review and approval by City Council is not
required unless required by the grant.
i. City Council will be notified by staff report of the grant application
outcome.
4. Once approved by the City Council, and properly executed, it is the Administering
Department’s responsibility to carry out the project and/or activities associated with a
grant to their full extent, while adhering to all of the terms and conditions prescribed by
the Grantor.
GRANT ADMINISTRATION
1. Upon approval of a grant, the Grant Management Officer shall schedule a Grant Kick-Off
meeting with the Department. The Grant Kick-Off meeting is to clarify grant
management and accounting roles and responsibilities specific to that grant (see Kickoff
Meeting Form Exhibit 2).
2. The Grant Management Office and the Department will develop a grant work plan for
each award or project that includes but is not limited to budget allocations, schedule of
work and timelines.
3. The Department Head, designee or Grant Administrator must complete a Direct Deposit
Authorization Form for the granting agency. This form should be submitted with the
grant application or as soon as possible following approval by City Council. Contact the
Senior Treasury Analyst to (1) notify them of the grant/agency and (2) ensure you have
the most up to date information on the form. A copy of the form is included as
APPENDIX B.
4. The Department Head or Grant Administrator shall ensure that the following items are
placed in the designated record management system:
a. The grant application
b. Agreement with terms and conditions (T&C)
c. Award notifications (email or letter)
d. City ordinance or resolution approving the grant award
e. Completed Direct Deposit Authorization Form.
5. The Department and Grant Management Office shall, at a minimum, review and analyze
grant activities quarterly.
DAILY ADMINISTRATION OF THE PROGRAM
1. The Administering Department shall manage awards in accordance with 2 CFR 200,
Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards, applicable State laws and/or regulations, City policies and
corresponding contractual agreements.
Grants Standard Operating Procedure 8
2. The Department Head may delegate their daily responsibilities for administering the
grant/award to a Grant Manager. However, the Department Head still retains overall
responsibility for the grant/award.
3. If the grant has subrecipients:
a. The Administering Department, with assistance and support from the Grants
Management Office, shall perform a risk assessment for each subrecipient before
passing along awarded funds, in accordance with 2 Code of Federal Regulations
(“CFR”) §200.331, “Requirements for pass-through entities,” and formulate a risk
mitigation plan based on identified risk factors.
b. The Administering Department, with assistance and support from the Grants
Management Office, shall perform subrecipient monitoring in accordance with
§200.330, “Subrecipient and Contractor Determinations,” and §200.331,
“Requirements for Pass-Through Entities,” and document such monitoring.
4. The Administering Department shall monitor contractors to ensure compliance with all
contract provisions.
5. The Grant Manager is responsible for maintaining documentation evidencing compliance
with all program requirements.
6. Prior to incurring program expenditures, the Grant Manager shall contact the Grant
Accountant to determine the project coding of program expenditures.
7. The Grant Accountant shall ensure the general ledger accounts are set up and activated.
8. The Administering Department will initiate requests for award extensions and/or
agreement amendments if necessary. Changes to the original terms of the award must be
reviewed and approved by the Grant Administrator Prior to submission.
PROCUREMENT AND SUSPENSION/ DEBARMENT
1. All grant-related procurement activities must be conducted in accordance with all
applicable City policies and State and federal laws and regulations (e.g., Davis-Bacon
Act).
a. If a capital asset is purchased or created with grant funds, the Grant Administrator
and Grant Accountant should be notified.
b. Vendors shall be checked against the list of debarred/suspended vendors in the
Excluded Parties List System (EPLS) on SAM.gov prior to awarding any contract
and annually thereafter at a minimum. Documentation on a search confirmation
must be included in the grant file.
2. The Grant Manager is responsible for furnishing the Procurement Department with any
special procurement requirements that shall be documented or followed during the
procurement process. In addition, if available, the Grant Manager shall furnish a detailed
list of the items the granting agency has approved for purchase.
Grants Standard Operating Procedure 9
3. The Grant Manager and / or Grant Coordinator is responsible for gathering supporting
documents required for procurements. The supporting documentation must be filed in the
designated record management system.
4. Grant purchases must be made by purchase order (PO) or through the appropriate bid
process. Procurement cards (PCard) should not be used for grant related purchases.
Exceptions for PCard use include training and travel expenses, emergency response and
deployments, and vendors who do not accept PO’s.
REPORTING & REIMBURSEMENT REQUESTS
1. The Administering Department shall initiate the reporting process to allow time for
review by the Grants Management Office and Grant Accountant. Reporting shall be
submitted to the Grantor in the timeframe specified by the grant/award agreement.
2. The Administering Department shall prepare reimbursement requests and submit to the
Grants Management Office and Grant Accountant for review. The Grants Management
Office will assist the Administering Department in ensuring reimbursement requests meet
eligible expense and procurement requirements. Reimbursement requests shall be
submitted to the Grantor in the timeframe specified by the grant/award agreement.
3. The Grant Accountant shall review all reports and reimbursement requests prior to
submission to ensure the reports agree to the general ledger and assist when needed. The
Grant Accountant shall place the reconciliation in the grant folder in the designated
record management system.
4. Reporting and reimbursement requests shall be submitted by the Grant Administrator to
the Grantor on the form designated by the grantor and shall be accompanied by the
supporting documentation specified in the grant/award agreement.
5. The Administering Departments shall maintain adequate documentation for all program
activities and expenditures (activity reports, invoices, purchase orders, receipts, etc.)
6. For grants requiring Automated Standard Application for payments (ASAP) draws for
reimbursement, the Grant Administrator shall request these draws after documentation is
scanned into the grant folder of the designated record management system.
RECEIPT OF GRANT FUNDS
1. When grant funds are received, the Grant Administrator or the Grant Accountant,
whoever first identifies payment has been made, shall notify other necessary staff of the
receipt. The Grant Accountant shall determine the correct deposit coding. The funds
shall be deposited in accordance with normal deposit procedures and the City’s Cash
Handling directive.
2. If grant funds are to be received via ASAP, the Grant Administrator shall notify the Grant
Accountant of the upcoming payment.
Grants Standard Operating Procedure 10
OTHER POST AWARD REQUIREMENTS
1. Real Property and Equipment
a. Special rules apply to real property and equipment purchased with grant monies.
These rules will be detailed in the regulations or in documents pertaining to the
specific grant. These regulations often entail the following:
i. Property and equipment shall be used for the originally authorized purpose
ii. The City shall not restrict or burden the title of such property or equipment
iii. When real property or equipment is no longer needed for the authorized
purpose, the City shall request disposition instructions from the awarding
agency.
b. The Administering Department will engage the Real Estate Department to
facilitate the exploration and purchase of real property.
c. The Grant Administrator or Department Head shall provide the Assistant
Controller the necessary documentation authorizing disposal and record this
documentation in the grant folder on the designated record managements system.
DOCUMENT MAINTENANCE
1. Grant records and documentation shall be stored in the designated record management
system when available by the assigned staff.
2. The Grants Management Office is responsible for managing a centralized record
management system for City grants.
3. Administering Departments are required to maintain a complete file of award records and
supporting documentation for each grant award as outlined in Binder Management
(Exhibit 3).
4. In addition to the items mentioned under previous sections, the Grant Administrator shall
ensure that the following documentation is scanned into the appropriate grant folder as
soon as it is available.
a. Intent to Apply form
b. Grant/award agreement or contract with Terms and Conditions, amendments, and
any related correspondence.
c. Documentation supporting all reports and reimbursement requests.
d. Required performance, quarterly and other reports.
e. Documentation evidencing the performance of any required physical inventories.
f. Any other documentation evidencing that the City complied with all
administrative and grant requirements (does not pertain to client specific files of
programs such as CDBG and First Time Homebuyer).
Grants Standard Operating Procedure 11
5. The Grant Administrator shall coordinate with the City Secretary’s Office to ensure that a
file copy of the agenda minutes and/or resolution approving the grant is made into the
appropriate grant folder as soon as it is available.
6. The Grant Administrator shall coordinate with the Procurement Department to ensure
that any contracts with vendors or related correspondence is scanned into the appropriate
grant folder as soon as it is available. This also includes purchase orders.
7. The Grant Accountant shall ensure that the following tasks are completed to properly
document the City’s entire grant program:
a. Quarterly grant status reports that summarizes current active grant activity.
b. Quarterly review of the grant folders in the shared drive for completeness of
scanned documents. Any missing items shall be communicated to the respective
Grant Administrator for completion.
SUB‐RECIPIENT MONITORING
1. The Administering Department, with assistance and support from the Grants
Management Office, shall perform a risk assessment for each subrecipient before passing
along awarded funds, in accordance with 2 Code of Federal Regulations (“CFR”)
§200.331, “Requirements for pass-through entities,”.
2. Terms and conditions from an award will be imposed on a sub-recipient to the same
degree that they are imposed on the City and / or the Administering Department as the
prime recipient.
3. The Grant Administrator will ensure sub-recipient agreements include information in
compliance with Uniform Guidance (UG) requirements.
4. The Administering Department, with assistance and support from the Grants
Management Office, shall perform subrecipient monitoring in accordance with §200.330,
“Subrecipient and Contractor Determinations,” and §200.331, “Requirements for Pass-
Through Entities,” and document such monitoring. Monitoring includes ensuring the sub-
recipient is:
a. Performing the proposed and approved.
b. Meeting programmatic, administrative, and fiscal requirements.
c. Identifying and resolving problems / issues.
d. Receiving the needed technical assistance.
e. Meeting Federal regulations
Sub-recipient monitoring shall be accomplished through the following methods:
a. Technical assistance
b. Desk review / audit
c. On-site and assessment visits
Grants Standard Operating Procedure 12
AUDIT REQUIREMENTS
1. The Grant Accountant shall prepare a Schedule of Expenditures of Federal Awards and
maintain this report throughout the year for audit planning and reporting purposes.
2. The Assistant Controller shall coordinate the annual audit of grant programs (single
audit) as promulgated by The Office of Management and Budget’s (OMB) Uniform
Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards (commonly called “Uniform Guidance” or UG).
a. The Single Audit shall be completed and submitted to the Federal Clearinghouse
within 30 days of the date of the auditors’ report on the Comprehensive Annual
Financial Report (CAFR).
3. Procurement of the audit services shall comply with State procurement procedures and
the provisions of the UG.
4. If the Grant Administrator is notified of an upcoming review by Federal or State auditors,
the Grant Administrator shall notify the Assistant Controller. A copy of any review
reports received from the Federal or State auditors shall be forwarded to the Assistant
Controller and the City Auditor.
5. Upon detection of irregularities or fraud, the Grant Administrator, Comptroller and City
Auditor will be immediately notified. Management will take steps necessary to mitigate
the potential for further fraudulent actions. These steps may include, but are not limited
to, directive review, reporting, staff training, and if applicable appropriate disciplinary
action.
CLOSEOUT
1. The Administering Department and FMS Capital Assets shall ensure property purchased,
donated, or constructed in relation with grant funding is accounted for in accordance with
§200.310 - §200.316 and §200.329.
2. The Administering Department is responsible for final performance reports required by
the terms and conditions of the award and shall record documents in the designated
record management system.
3. The Administering Department and Grant Accountant are responsible for final financial
reports required by the terms and conditions of the award. The Administering Department
and Grant Account are responsible for collecting and maintaining all appropriate back up
documentation for financial reports.
4. The Administering Department shall notify the Grant Accountant to close the grant in
City’s financial system and provide all required closeout documentation.
5. The Administering Department shall prepare the final reimbursement request for review
by the Grant Accountant. The Grant Accountant shall verify the final reimbursement
prior to submission.
Grants Standard Operating Procedure 13
6. The Administering Department, Grants Management Office, and Grant Accountant shall
ensure that all financial activities are recorded, that revenues balance to expenditures, and
that revenues and expenditures balance to budget figures.
7. The Administering Departments and the Grants Management Office are responsible for
ensuring that their records are maintained in accordance with applicable City policy,
State law, and federal regulations.
8. The Administering Department and Grants Management Office are responsible for
responding to and cooperating with auditors, monitors, and other grantor personnel, as
well as the City’s independent or internal auditors.
PROCESS FLOW CHART
RELATED DOCUMENTS
EXHIBIT 1
Intent to Apply form ‐ O:\GRANTS\Administration ‐ Grants\Forms
EXHIBIT 2
Kickoff Meeting form ‐ O:\GRANTS\Administration ‐ Grants\Forms
EXHIBIT 3
Binder Management ‐ O:\GRANTS\Administration ‐ Grants\Forms
Grant Process Overview
GRANT PROCESS
STEP 1: REVIEW GRANT OPPORTUNITY
1. Notice of funding opportunity (NOFO).
What are the requirements? Can we meet them?
What is the timeline for application / grant period?
Do you have an eligible project?
2. Coordination
Identify and contact the internal stakeholders impacted
by grant proposal.
Identify and contact external partners impacted /
partnering on grant proposal.
3. Initiative / Goal
Does the proposed grant meet a City initiative or
Department goal / objective?
4. Grant proposal and application approved by Department
Head.
STEP 2: COMPLETE INTENT TO APPLY FORM
1. Submit to Grant Management Office (GMO) 20 days prior
to application due date.
2. Included NOFO and completed grant application.
STEP 3: GRANT REVIEW COMMITEE
1. GMO will schedule meeting with Grant Review
Committee (GRC).
2. GRC will provide feedback and make a recommendation
on proceeding.
STEP 4: CIY MANAGER’S OFFICE APPROVAL
1. GMO will submit recommendation to the City Manager’s
Office (CMO) for review and approval.
2. CMO will provide direction on proceeding with grant
application.
STEP 5: CITY COUNCIL APPROVAL
1. City Council approval is required for the following:
>$100,000 expenditures
Adding FTE’s
New program / impacted level of service
Recommended by GRC
Required by grant
2. GMO will facilitate City Council agenda process.
STEP 6: SUBMIT GRANT APPLICATION
1. Department submits application upon final approval.
Final copy of application is submitted to GMO.
STEP 7: NOTIFY GMO OF GRANT AWARD
1. Grant Accountant will be notified of grant award and
budget will be created.
STEP 8: KICK-OFF MEETING
1. GMO will schedule a Kick-off Meeting with department.
Final grant award will be reviewed.
2. Establish grant budget.
3. Create grant timeline.
4. Notify Treasury of banking information
STEP 9: GRANT MANAGEMENT
1. Create Grant Binder
2. Purchasing
Follow all Purchasing policies and procedure for
procurements. Follow PCard requirements / restrictions.
Special / additional conditions required by grant.
Maintain all purchasing documents.
3. Human Resources
Follow all hiring policies and procedures.
Notify Payroll of grant funded personnel costs. Maintain
all Payroll documentation.
4. Performance / Progress Reports
Completed by Department.
Include copy in Record Management System (RMS)
5. Financial Reports
Drafted by Department.
Submit to Grant Accountant for review and approval
prior to submission.
Submitted to granting agency by Department.
Include copy in Record Management System (RMS)
6. Financial Transactions
Submit all reimbursement requests to Grant Accountant
prior to submission.
Notify Grant Accountant and Treasurer of all received
checks and/or deposits.
STEP 10: GRANT CLOSE OUT
1. Final reimbursement requests and financial reports.
2. Final performance / progress reports.
3. Record retention.
4. Procurement tracking
How long do you have to keep equipment/purchases?
Disposal instructions?
5. Grant extension requests.
Notify GMO and Grant Accountant prior to request.