HomeMy WebLinkAboutGrant Policy Memo Date: May 31, 2012
To: Board of County Commissioners
From: Erik Kropp, Interim County Administrator
Re: Draft Grant Administration Policy
Attached is a draft Grant Administration Policy for Board consideration at your June 6, 2012
work session. The new policy will provide clearer direction for staff and better oversight over
countywide grant administration.
SAMPLE I DRAFT
GRANT TRACKING SYSTEM
The Grant Tracking System (GTS) is intended to provide a centralized access point for collecting
and disseminating information concerning the source, amount, use, and status of all grant funds
awarded to the County as specified in the Grant Application and Administration Policy. The
system will store documents related to grant awards and will facilitate the management and
monitoring of grant activity from the point of application through completion. Grant Requestors,
Grant Administrators, Program Managers, Department Directors, the County Administrator,
members of the Board of County Commissioners and other approved staff members will be
granted access to the GTS as either a system user or information viewer.
Section 1 -Grant Application
Procedures:
1. Prior to applying for any new grant or renewal of an existing grant,~e.;Grant Requestor shall
complete the Grant Application fields in the GTS. "
2. Upon completion of the Grant Application fields, the system will assign a Grant
Identification Number which will be synchron' dwilP the Q,~Partment ofAdministrative
Services' existing document tracking system. ' 's n~per Will(?~ us~d to identify the .
source, amount, use, and status of grant twtds U~tlt the apphcatlOn, award, and trackmg
processes. ... .
3. The GTS will automatically forward i¢'ormatirih~ontiiined inthe Grant Application section
to the County Administrator and Board ~lCounty \GqFf~~ioners as notification of intent to
proceed with an application. . ......
4. Following completion of the Grant Applicatioi\~ect}dn, the Grant Requestor may proceed
with developing and submitting the grant applicatiori:
Required Fields:
• Department Requesting Grant Funds
• Name of Grant Requestor
• Name of Funding Agency
• Date Application is Due
• AmQunt Requested
• Matching Ftln4s/In-Kind Contribution Required
• DeScription ofGrant Funded Project/Program
• Description and NUmber of New Full-Time Equivalent (FTE) Positions Funded by Grant (if
applicable)
Section 2: Grant Award
Procedures:
1. The department responsible for the grant application, award, and administration will assign a
Grant Administrator to be responsible for completing the award, tracking, reporting, and
closeout procedures.
2. Prior to acceptance of any funding or expenditure of funds on any grant activity, a written
contract, agreement, award notice, or copy of the grant application must be prepared and
submitted consistent with Policy No. GA-17 -Legal Review of County Documents.
3. The grant agreement must then be approved by the Board of County Commissioners in
accordance with existing Board meeting procedures.
4. The Grant Administrator shall complete the Grant Award fields in the GTS.
5. The Grant Administrator will append a scanned copy of the original grant application and the
signed grant agreement, contract, and/or award notice to the system.
6. The GTS will automatically forward to the Finance Department notice of the grant approval
and access to all applicable documents.
Required Fields:
• Name of Grant Administrator
• Date of Award Notice
• Amount of Award
• Catalog of Federal Domestic Assistance (CFDA) Number or Other Funding Identifier
• Duration of Grant
• Special Conditions of Award (such as submittal of supplemental documents, compliance with
specific governmental acts, rules, or regulations, public tJ).otification, etc.)
• American Recovery and Reinvestment Act Source (if applicable)
• Payment Basis (reimbursement or advanced funds)
Date Award Documents Are Forwarded to Legru Counsel
• Date Award is Approved by Board of Commissi~ners j'~
• Date Award Approval and Grant Documents are Forwarded to Finance Department
Section 3: Grant Tracking
Procedures:
1. The Grant Administrator is responsible for compliance with all requirements of the grant
award including monitoring performance and submitting project status reports, tracking and
accounting for grant fiuidSfW1d matching contributions, and ensuring that requests for
reimbursement are accurate·and submittedm a timely manner.
2. The Grant Administrator shall complete the Grant Tracking fields in the GTS throughout the
life of the grant.
Required Fields:
• Description of Required Grant Reports
• ~t Reportin&,Sch~le
• Date Required Grant Report(s) Submitted (to be repeated as necessary consistent with the
grant reporting schedule)
Section 4: Financial Tracking
Procedures:
1. At such time as payment or reimbursement of grant funds is requested, the Grant
Administrator, or designee, will complete the Date PaymentlReimbursement Requested and
associated information fields in the Financial Tracking section.
2. Upon completion of the Date PaymentlReimbursement Requested and associated
informational fields, the GTS will automatically send notification to the County's Finance
Department.
3. At such time as payment or reimbursement is received by the County, the County's Finance
Department will complete the Date PaymentlReimbursement Received and Amount of
PaymentlReimbursement Received fields in the Financial Tracking section.
4. Upon completion of the Date PaymentlReimbursement Received and Amount of
PaymentlReimbursement fields, the GTS will automatically send notification to the Grant
Administrator.
5. Completion of these steps will be repeated as necessary throughout the grant period
consistent with the grant payment schedule.
Required Fields:
• Date PaymentlReimbursement Requested
• Amount of PaymentlReimbursement Requested
• Anticipated Date of Payment
• Revenue Account to Be Credited
• Date PaymentlReimbursement Received
• Amount ofPaymentlReimbursement Received
Section 5: Grant Amendment
Procedures:
1. In the event that the grant agreement is apleIlged . e throughout the course of the
grant period (to reflect changes in th~<(fllowa.bl~p,se dtextensions of time lines,
continuation of funding, or other provi$ipns), the Grant Administrator shall follow the same
procedures for approval of contracts andagreementsl~d for legal review of documents as
required in the initial grant award (steps 1 throllgh 3 <>fSection 2, Grant Award, above).
2. The Grant Administrator shall complete the Giant Arrtendment fields in the GTS.
3. The Grant Requestor will append,a scanned copy of the grant amendment notice or
agreement to the systeQl~~~i'
Required Fields:
• Date of Amendment
• Description of Amendment
Section 6: Grant Closeout
ProcedUres:
1. When all grant requirements have been met and/or grant funds have been expended, the
Grant A~inistrator shall complete the Grant Closeout fields in the GTS.
2. The Grant Administrator shall append a scanned copy of the signed grant closeout agreement
to the system, if applicable.
Required Fields:
• Date Final Report and/or Grant Closeout Agreement Submitted