Grant Process Documentation

Understanding Grants, Reporting Deadlines, and Processes

August 2014 Office of Administrative Services

Quick Notes• There are many issues with setting up the

grants properly as well as reporting issues surrounding grants.

• Setting up a grant requires specific TOPS Codes for activities, a separate Grant Code designator whether it is a Federal, State, or a Local Grant.

• Everything must be taken into consideration to insure the setup of the grant is correct for District reporting needs AND grant reporting needs.

Setting up a New Grant

Setting up a New GrantWhat to be aware of…

• What type of grant is it?

• Is the grant a Sub-Grant?

• Within our District? Or Outside?

• What is the Fiscal Year of the Grant?

• What is the length of the grant?

• Federal? State? Local?• What type is the

originating grant?• What type is the

originating grant?• Does it lie within or

outside of our District’s fiscal year?

• What are the reporting parameters?

Mid-Year Fiscal Review• Why a Mid-Year Review?• A Mid-Year Review is a good way to

determine if your practices are in line with your Grant Workplan to insure everything is happening in a timely manner.– Reassign time? Timesheets? Stipends,

Contracts, Etc…– Purchase Orders: Have I purchased

items necessary per the Workplan?– Is my Budget in line with the Workplan?

IF not, Why and what to do?– Have I met my performance objectives?

Mini-Fiscal-Year-End close

• Why do I need to do a Mini Fiscal Year End close?– Preparation for ACTUAL Fiscal Year End

Close• Has any product/software been received?

– When will it be received?

• If Applicable, has all reassign time been posted?• Have Timesheets been turned into Payroll?• Is my Budget in line with upcoming

expenses?– Do I need to do a Budget Transfer

» Do I need to have the Grant Monitor approve it?

• Am I good to go?!?!?!?

Fiscal Year End Mini-Close [April]

Grant Year-End Close• Every fiscal year, each grant will be required to

perform a Pre-Mini-Year-End close to insure the proper conclusion to grant activities within the scope of the grant reporting process.

• Normally Fiscal Year End Close with our District starts July 1st as Fiscal Year End is June 30th.

• The Pre-Mini-Year-End close in April will assist the Grant Managers in reviewing their outstanding issues to insure a smooth fiscal year end close as needed for their final reports.

Grant Year-End CloseWhat To be aware of…

• Have all your purchase orders been received and concluded?• Have your purchase orders been properly invoiced?• Are your remaining purchase orders properly closed if the

items ordered have been received?• Timesheets: Have they been submitted to payroll?• Budget Transfers: Is your budget aligned to your spending

pattern?• With changes in the budget, has your Grant Monitor been

notified AND has the budget change been approved?• Expense Transfers – what expenses are needed to close your

grant year? Reassign time? Indirect Costs? Etc…..• IF you HAD to close today, could you do it successfully? If

not, WHY?

Questions?• For Mission College– Queenie Chan – x5231– Doug Masury – x5581

• For District [after you have exhausted College resources]– Sandy Dinh – X2051

• We are here to help you towards your successful fiscal management of your grant[s]..