The Office of Resource Development and/or Project Director receives the Grant Award Notification (GAN), Notice of Grant Award (NOGA), or Contract. The Notice of Grant Award is received after the negotiated budget has been approved. The letter confirms that the grant has been funded. The letter will include a grant number, the awarded amount, the duration of the grant period, and usually, contact persons in the funding agency. Originals needing authorized signature should be forwarded to the District Development Office to the attention of Chachi Gomez. Until the letter of award and/or a contract is fully executed, there can be no expenditures related to the project.
Each grant is set up as a separate cost center with its own general ledger account. It is the basis for the audit of grant expenditures. The operational budget translates the proposal budget and its generic categories into actual account numbers recognized by the district financial management system. Until the operational budget is processed, no personnel or expenditures can be accepted and charged against the grant. The grantee (College) prepares the operational budget, cover sheet and Board information template using the following forms:
The grantee is responsible for budget accuracy in line with contract or the Grant Award Notice (GAN). Account numbers and account descriptions are available in the District Chart of Accounts. Account titles must match exactly and should appear only once, preferably in numerical order. All amounts corresponding to an account number should be included in the single line item. The operational budget, cover sheet, template, and proposal copy are sent to Development Office.
The District Development Office bundles the signed contract, cover sheet, budget and proposal and sends the packet to DSC Contracts & Grants Accounting with request for a general ledger division number assignment. The grantee is notified of the assigned number and the DCCCD account manager for the grant. The District Development Office retains file copy.
The grant manager is responsible for review of calculations, alignment with allowable costs, and any restrictions on movement of funds from one category to another. Many agencies require approval for budget adjustments from restrictive accounts or for transfer of more than 10% change in a category. Agency approval for budget adjustments can take several weeks, so planning ahead is essential.
The original operational budget is signed by the grant manager and the Resource Development Officer at the campus level, then sent to the Vice President of Business Services for approval and forwarded to the District Development Office. Subsequent revisions may or may not require the Resource Development Officer’s signature. Revised operational budget with justifications for any changes are to be sent directly to the college compliance officer and/or Vice President of Business Service, and then to the District Contracts and Grants Office to the assigned account manager.
In addition to the responsibilities of the grant manager, other individuals and organizational units have roles in management of the grant project. The grant manager’s supervisor is charged with oversight and evaluation of the grant manager’s performance in terms of program activities, rate and accuracy of expenditures, timely submission of reports and management of grant personnel. The supervisor assumes responsibility for the grant in the absence of the manager.
The college resource development office coordinates all grant activities including monitoring of existing grants, maintaining relevant administrative files, transmitting programmatic reports and budgets to the District office, and interpreting regulations as needed. The college resource development office works with both the college compliance officer and the vice president of business services or their designee.
College business services process all paperwork related to purchasing, inventory, travel and other payments.
The college office of human resources coordinates the hiring and payroll for all personnel.
The District Development Office is a resource for agency information; budget issues and technical assistance for letters of award; reports to the board; submission of program and fiscal reports; and compliance with regulations.
District Business Services houses grants accounting that assigns division numbers, processes fiscal reports, and coordinates internal and external audits.
A good filing system includes the following categories and is extremely useful in keeping track of records and expenditures.
Records for a grant are generally retained from three to five years (depending on the funding source) from the closing date and submission of the final fiscal report or until a final agency audit is completed. At the conclusion of a grant project, all paper files can be forwarded to District Records Management for storage.
Finishing a grant project is just as important as starting one. The timely submission of final reports and reconciliation of the budget can have a direct impact on future funding from the same agency.
Among the areas that need close attention are: budget, personnel, purchasing, files, final reports and document storage.
When the grant concludes, District Grants Accounting will “close” the accounts in the budget permitting no more expenditures against the grant. The grant manager is responsible for close out of any ongoing costs such as telephones and LAN charge backs so they do not continue to be charged to a closed account. Personnel closeout requires termination paperwork or payroll changes for reassigned individuals. Grant files need to be prepared for easy access and proper storage.