Grant Management Dawn Jenkins, Senior Accountant, City of Peoria Dawn Jenkins, Senior Accountant, City of Peoria Janeen Gaskins, Grants Administrator, City of Surprise Janeen Gaskins, Grants Administrator, City of Surprise Tammy Shreeve, Strategic Management Officer, City of Peoria Tammy Shreeve, Strategic Management Officer, City of Peoria

We were awarded a Grant!

The Grant Document Novel Begins: The Grant Document Novel Begins: Grant Team Meeting Grant Team Meeting Key personnel that should attend the meeting Key personnel that should attend the meeting Grant Manager Grant Manager Project Manager Project Manager This may or may not necessarily be the Grant Manager This may or may not necessarily be the Grant Manager Finance and Budget Finance and Budget Grant Coordinator Grant Coordinator Keep in mind, one attendee may Keep in mind, one attendee may have multiple roles have multiple roles

Grant team Meeting Read and understand Grant award documents Read and understand Grant award documents Contract consists of Contract consists of Contract Number Contract Number Contract Dates Contract Dates Awarding Agency and their point of contact Awarding Agency and their point of contact Award Notification (Amount awarded and Match) Award Notification (Amount awarded and Match) Grantee point of contact/project manager Grantee point of contact/project manager Scope of Work Scope of Work Program reporting may be required Program reporting may be required Keep a log of job progression Keep a log of job progression

Grant team Meeting Grant team Meeting Read and understand Grant award documents Read and understand Grant award documents Contract consists of (continued) Contract consists of (continued) RFP or NOFA (state or federal rules) RFP or NOFA (state or federal rules) What can you purchase? What can you purchase? Payment Method Payment Method Reimbursement/Advance Reimbursement/Advance Wire/Check Wire/Check Reporting: Financial and Program Reporting: Financial and Program Monthly, Quarterly, etc. Monthly, Quarterly, etc. Are there multiple agencies requiring reporting Are there multiple agencies requiring reporting

Grant team Meeting Grant team Meeting Read and understand Grant award documents Read and understand Grant award documents Contract consists of (continued) Contract consists of (continued) Equipment Requirements Equipment Requirements Audit Requirements Audit Requirements Establish and Maintain Effective Internal Controls Establish and Maintain Effective Internal Controls Document Retention (ASLAPR) Document Retention (ASLAPR) Arizona State Library, Archives and Public Records Arizona State Library, Archives and Public Records Multiple Grants for one department (example: Police) Multiple Grants for one department (example: Police) Track expenditures to avoid double reimbursement by more than one grant Track expenditures to avoid double reimbursement by more than one grant

Grant team Meeting Grant team Meeting Assign roles and responsibilities Assign roles and responsibilities Grant Manager (responsible for the entire project) Grant Manager (responsible for the entire project) Holder of “Grant Document Novel” Holder of “Grant Document Novel” Project management Project management Probably an assigned department employee Probably an assigned department employee Financials Financials Establish Budget Authority Establish Budget Authority Procurement Approvals Procurement Approvals Verify understanding of contract requirements Verify understanding of contract requirements Finance Liaison Finance Liaison

Grant team Meeting Grant team Meeting Assign roles and responsibilities (continued) Assign roles and responsibilities (continued) Reporting – Program and Financials Reporting – Program and Financials Monthly, Quarterly, Annually, Project Close-out Monthly, Quarterly, Annually, Project Close-out Compiled by Compiled by Program – usually department Program – usually department Financial – usually department and verified/approved by finance liaison Financial – usually department and verified/approved by finance liaison Payments – who requests, who approves? Payments – who requests, who approves? Financial reports documentation for backup Financial reports documentation for backup Key players that need notification of payment Key players that need notification of payment

Last Updated 12/23/ Develop a grant file

Develop a grant file Develop a grant file Contact information for everyone Contact information for everyone Grantor and Grantee Grantor and Grantee Contracts/NOFA/RFP/Award Letter Contracts/NOFA/RFP/Award Letter Amendments Amendments

Develop a grant file Develop a grant file Correspondence ( s, letters, phone logs notes) Correspondence ( s, letters, phone logs notes) Approval for project or funding changes Approval for project or funding changes Project photos Project photos Equipment photos and identification numbers and locations. Equipment photos and identification numbers and locations.

Develop a grant file Develop a grant file Financial records Financial records Invoices, copies of checks, any correspondence approving changes to the budget Invoices, copies of checks, any correspondence approving changes to the budget Reports (monthly, quarterly, annual, final) Reports (monthly, quarterly, annual, final) Program/Project Program/Project Financial Financial Hint: The grant file should tell the entire grant project story

My grant project has been successfully completed Congratulations!

My grant project is being AUDITED

My grant file is in order The audit was a success!