An Introduction to An Introduction to Grant ManagementGrant Management

at Riverside Community at Riverside Community College DistrictCollege District

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Award Notification and Award Notification and Board Approval ProcessBoard Approval Process

Award NotificationAward Notification Review for accuracyReview for accuracy

If award is less than request, new budget will be If award is less than request, new budget will be requestedrequested

Board of Trustees’ Approval ProcessBoard of Trustees’ Approval Process Approval of BudgetApproval of Budget

If not included in the Adopted Budget…..If not included in the Adopted Budget…..– Board ReportBoard Report– Resolution to AmendResolution to Amend– Income and Expenditures – Budget AmendmentIncome and Expenditures – Budget Amendment

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Board Approval ProcessBoard Approval Process

Approval of AgreementApproval of Agreement If no acceptance signature is required, If no acceptance signature is required,

only budget is submitted for Board only budget is submitted for Board approvalapproval

If acceptance signature is required: If acceptance signature is required: – Item must be submitted to Board Committee Item must be submitted to Board Committee

andand– Board of Trustees’ for approvalBoard of Trustees’ for approval

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Important RelationshipsImportant Relationships

Colleen Molko – Grant management training Colleen Molko – Grant management training and consultation and consultation x8932x8932

Kathleen Bender – Liaison for grants in the Kathleen Bender – Liaison for grants in the Business Office Business Office x8924x8924

Michele Arnold – Liaison for grants in the Michele Arnold – Liaison for grants in the Business OfficeBusiness Office x8668x8668

Misty Cheatham – Budget Control x8929Misty Cheatham – Budget Control x8929 Lynn Brookens – Accounts Payable x8663Lynn Brookens – Accounts Payable x8663 Melissa Elwood – Accounts Payable x8660Melissa Elwood – Accounts Payable x8660

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Important RelationshipsImportant Relationships

Payroll – Assignments for Certificated Payroll – Assignments for Certificated Staff:Staff:

Erin TorresErin Torres A-FA-F x8925x8925 Michele ArnoldMichele Arnold G-NG-N x8662x8662 Sue PaganoSue Pagano O-ZO-Z x8667x8667

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Important RelationshipsImportant Relationships

Payroll – Assignments for Classified Payroll – Assignments for Classified Staff:Staff:

Cindy HeinCindy Hein A-FA-F x8666x8666 Pauline CastroPauline Castro G-NG-N x8923x8923 Vernita JacksonVernita Jackson O-ZO-Z x8921x8921

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Important ResourcesImportant Resources

Official Award NotificationOfficial Award Notification Program OfficerProgram Officer Federal ReferencesFederal References

Education Department General Education Department General Administrative Regulations (EDGAR) Administrative Regulations (EDGAR) can be found at: can be found at: http://www.ed.gov/policy/fund/reg/edhttp://www.ed.gov/policy/fund/reg/edgarReg/edgar.htmlgarReg/edgar.html

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Important ResourcesImportant Resources

Federal References (Continued)Federal References (Continued) Expanded Authorities AmendmentExpanded Authorities Amendment Office of Management and Budget (OMB) Office of Management and Budget (OMB)

Circulars can be found at:Circulars can be found at: http://www.whitehouse.gov/omb/grants/granhttp://www.whitehouse.gov/omb/grants/grants_circulars.htmlts_circulars.html

A-21 – Cost PrinciplesA-21 – Cost Principles A-110 – Administrative RequirementsA-110 – Administrative Requirements A-133 – Single Audit Requirements A-133 – Single Audit Requirements

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Important ResourcesImportant Resources

District ResourcesDistrict Resources Board Policy ManualBoard Policy Manual Board Report HandbookBoard Report Handbook Board CalendarBoard Calendar Management HandbookManagement Handbook CTA AgreementCTA Agreement CSEA AgreementCSEA Agreement Classified Staff HandbookClassified Staff Handbook

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Important ResourcesImportant Resources

District Resources (Continued)District Resources (Continued) GalaxyGalaxy Chart of AccountsChart of Accounts Signature Authority SummarySignature Authority Summary Staff DirectoryStaff Directory Academic CalendarAcademic Calendar Salary SchedulesSalary Schedules

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Planning for SuccessPlanning for Success

As work on the grant program As work on the grant program begins, and as new staff are hired, begins, and as new staff are hired, ensure that each member of the ensure that each member of the team has a clear understanding of team has a clear understanding of the purpose and objectives of the the purpose and objectives of the grant and his/her contribution to grant and his/her contribution to the success of the program the success of the program

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Planning for SuccessPlanning for Success

Know your grant Know your grant Know the regulations that apply to your Know the regulations that apply to your

grantgrant Plan further in advance than you think is Plan further in advance than you think is

needed!!needed!! Work backward - map out activities to Work backward - map out activities to

achieve work plan objectivesachieve work plan objectives For each objective, consider:For each objective, consider:

What activities were promised in the narrative What activities were promised in the narrative and/or work plan?and/or work plan?

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Planning for SuccessPlanning for Success

What additional activities need to occur What additional activities need to occur to fulfill each objective? to fulfill each objective?

In what timeframe must each individual In what timeframe must each individual activity occur?activity occur?

Is an activity dependent upon completion Is an activity dependent upon completion of another?of another?

Does your approved grant budget Does your approved grant budget support costs related to that activity?support costs related to that activity?

How much lead time will be needed for How much lead time will be needed for approvals that are required by District approvals that are required by District policies and procedures? policies and procedures?

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Ensuring SuccessEnsuring Success

MonitoringMonitoring Progress toward objectives in relation Progress toward objectives in relation

to timeline specified in grantto timeline specified in grant Budget expendituresBudget expenditures

AllowableAllowable Allocable (Direct link to grant objective)Allocable (Direct link to grant objective) ReasonableReasonable

Cost sharingCost sharing

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Communication with Program Communication with Program OfficerOfficer

Obtain clarifications or approvalsObtain clarifications or approvals Required reportingRequired reporting

FiscalFiscal Business Office approval required prior Business Office approval required prior

to submissionto submission Actual, not budgetedActual, not budgeted

Program progressProgram progress

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Audit ReadinessAudit Readiness

All official grant documents on fileAll official grant documents on file All objectives met – detailed All objectives met – detailed

documentation on filedocumentation on file All approvals required by regulations in All approvals required by regulations in

writingwriting All expenditures allowable and well All expenditures allowable and well

documenteddocumented Time allocation reports for all staff on Time allocation reports for all staff on

filefile Grant records retained for a minimum of Grant records retained for a minimum of

three years after closing; some grants three years after closing; some grants require records to be kept for five years.require records to be kept for five years.

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You’re on Your Way!You’re on Your Way!