4 Manage Grants

Effective grant management is essential to ensure that funds are administered in accordance with applicable city, state and federal laws and regulations, Office of Management and Budget (OMB) circulars, and specific grant terms and conditions. Additionally, grant management is necessary to ensure that the City has met the goals of the grant and properly accounted for grant transactions.

Yes, the rule is Fiscal Accountability Rule 9.2 - Grant Management.  This rule, along with Rule 9.1 — Grant Application and Awards and Rule 9.3— Grant Closure, together establish a citywide foundation for grant activities, ranging from identification to the determination of the financial impact.

Navigate to the Fiscal Accountability Rule site to view all rules.

The Federal Funding Accountability and Transparency Act (FFATA) requires that information on federal awards be made available to the public via a single, searchable website - usaspending.gov.  The legislation requires direct federal recipients to report subaward and executive compensation data regarding their first-tier subawards on the FFATA Subaward Reporting System (FSRS).


You can download the FFATA Implications for Grants for an overview of the process.  Go to the FSRS website for information and guidance on submitting requisite FFATA reports.


For assistance with FSRS reports, contact the Grants Management Resource Team, which can put you in touch with seasoned FSRS users.


Download and complete the Subrecipient and Vendor Determination Checklist to help you determine if a contractor is a subrecipient.  Keep in mind that this determination will affect how your agency conducts program oversight.  In general, subrecipients are subject to federal compliance requirements; if your grant has a subrecipent, your agency is responsible for ensuring compliance both at the city level and at the level of the subgrantee.

 

Yes.  The following Scope of Work PDF examples are available for you to download:

 

You may request the PDF examples as a Word document to use as a template by emailing the Grant Resource Managment Team.

No.  The City does not have guidance on how to monitor subrecipients.  However, Fiscal Accountability Rule 9.2 - Grant Management states that each City agency/department is responsible for developing and implementing procedures for monitoring subrecipients.  Contact your grantor and request a copy of the monitoring documents they use to monitor grantees.  If these documents are not available or you need additional resources, contact the Grant Resource Management Team.  

Procure-to-Pay (P2P) resources can be found on DOT by activating the drop down set of choices from the Global Menu and selecting the Budget & Finance link.  In the P2P Resources section there are 4 links to select from for guidance and resources. 

Please note that access to DOT is only available from within the City network.

Yes, the Activities feature within Kronos can be used for capturing individual’s time spent working on specific grants.  Customized reports are available to meet your reporting needs.  If your agency/department is interested in utilizing the Activities feature within Kronos, contact the Controller’s Office Payroll Division.
The Controller’s Office runs reports from PeopleSoft monthly.  If you are having trouble locating the monthly reports or if you would like to learn more about the reports, contact the Grant Resources and Management Team.
The answer to this question is in development, however, if you have any questions regarding the Single Audit or if you are being audited and have questions contact the Grant Resources and Management Team.

Yes.  Refer to the following for guidelines regarding hiring and managing grant-funded employees:

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