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12-14-2020-R
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12-14-2020-R
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Page 8 <br />2. Grant Program Implementation – <br /> <br />a. Notification and Acceptance of an Award – Official notification of a grant award is typically sent by a <br />funding agency to the program director and/or other official designated in the original grant proposal. <br />However, the authorization to actually spend grant funds is derived from the City Council through the <br />approval of a grant budget. Such notification should also be directed to the Finance Department. <br />Adoption of the grant budget as a component of the city-wide operating budget is deemed to be sufficient <br />approval. <br /> <br />b. Establishment of Accounts – The department that obtained the grant will provide the Finance Director with <br />information needed to establish revenue and expense accounts for the project, as well as a project code for <br />tracking purposes. Ordinarily, this information will include a copy of a summary of the project and detail of <br />the full project budget. <br /> <br />c. Purchasing Guidelines – All other city purchasing guidelines apply to the expenditure of grant funds. The <br />use of grant funds does not exempt any purchase from normal purchasing requirements. All typical <br />paperwork and bidding requirements as well as normal staff approvals apply. When in doubt, the program <br />director should contact the Finance Director for further assistance. <br /> <br />3. Financial and Budgetary Compliance – <br /> <br />a. Monitoring Grant Funds – Departments may use some internal mechanism (such as a spreadsheet) to <br />monitor grant revenues, expenditures and budgetary compliance, at the grant level. The Finance Director <br />maintains all this information in financial software system as well; this is considered to be the city’s <br />“official” accounting system by the granting agencies. Program Directors are strongly encouraged to use <br />financial software reports provided by the Finance Department for their grant tracking. <br /> <br />If any “off-system” accounting records are maintained, it is the responsibility of the Program Director to <br />ensure that the program’s internal records agree to the city’s accounting system. <br /> <br />b. Fiscal Years – Occasionally, the fiscal year for the granting agency will not coincide with the city’s fiscal <br />year. This may require adjustments to the city’s internal budget accounts and interim financial reports as <br />well as special handling during fiscal year-end close. It is the responsibility of the Program Director to bring <br />such discrepancies to the attention of the Finance Department at the time the grant accounts are established. <br /> <br />c. Grant Budgets –The terms of each specific grant will dictate whether any budget transfers between <br />budgeted line items will be permitted. In no case will the Program Director be authorized to exceed the total <br />budget authority provided by the grant. <br /> <br />If grant funds have not been totally expended by fiscal year-end, it is the responsibility of the Program Director <br />to notify the Finance Director that budget funds need to be carried forward to the new fiscal year, and to confirm <br />the amounts of such carry-forwards. Carry-forwards of grant funds will be subjected to maximum allowable <br />amounts/percentages based on the grant award agreement and/or the OMB UGG - Uniform Grant Guidance <br />Compliance Supplement. <br /> <br />Capital Assets – The city is responsible for maintaining an inventory of assets purchased with grant funds. The <br />city is accountable for them and must make them physically available for inspection during any audit. The City <br />Council must approve of any sale of these assets. Customarily, the proceeds of the sale can only be used on the <br />grant program that purchased them. (Refer to the specific regulations governing the original grant). <br /> <br />The Finance Director will coordinate this grant requirement. All transactions that involve the acquisition or <br />disposal of grant funded capital assets must be immediately brought to the attention of the Finance Director. <br />Refer to the city’s separate Capital Assets policy and the section of this manual titled “Equipment and Real <br />Property Management” for additional information. [OMB Circular A-133; 34 CFR Sec. 74.34] <br />4. Record Keeping –
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