# Policy AM-404-2 Grant Management Financial Reporting
Published by the Baltimore City Department of Legislative Reference.
## Policy AM-404-2 Grant Management Financial Reporting
Balt., Md., Admin. Manual AM-404-2 (2026)
purpose To establish a citywide approach that ensures financial reporting for all grants is accurate and allowable based on the specific terms and conditions of each grant, and reviewed and approved by appropriate city of Baltimore supervisory personnel.
scope This policy applies to all city of Baltimore agencies and/or entities that use grant funding, as well as any other organizations for which the city serves as grantee or contributes resources.
policy-statement Each agency/entity that receives grant funding must ensure that all periodic financial reporting, be it monthly, quarterly, annually, etc., meets the terms and conditions of the grant’s scope of work, be within budget, and have been accrued during the grant’s period of performance.
procedure
Program Manager/Director (Pre-award):
1. Prior to applying for a grant, in collaboration with the agency’s fiscal supervisor, grant budget proposal manager, and applicable budget analyst (from the Bureau of the Budget and Management Research (BBMR)) - creates a summary of special terms or conditions as well as a budget and allowable costs, as detailed in Administrative Manual (AM) Policy, Grants Management & Administration; to include any spending restrictions, required matches, or in-kind contributions.
Grant Manager/Sub-recipient (Post-award)
:
2. Expend funds as detailed within the grant award and approved budget; forwarding all receipts and invoices of charges against the grant for review and approval to the agency/entity’s fiscal officer for review.
(Agency) Fiscal Officer
:
3. Upon receipt of financial documentation, reviews all invoices and supporting documentation for appropriateness against the grant’s approved budget. This review must include an analysis that ensures any percentages, matches, and/or in-kind contributions associated with the expenditures of the grant are consistent with the allowable expenses under the grant.
4. Forwards screened and approved invoices and receipts to the Bureau of Accounting and Payroll Services (BAPS) for payment.
Bureau of Accounting and Payroll Services (BAPS)
:
5. Reviews all submissions for payment for consistency by comparing the request for payment to the receipts received.
6. Posts expenditures to the grant ledger and safeguards the information.
7. Once BAPS has closed the month (which generally happens on the fifth the day of the next month) reporting is available to all agencies. Each agency/entity can run reports from the city’s financial management system for sign-off by their supervisors.
Grant Manager/Program Manager/Director:
8. Maintains all documentation, either in electronic or hard copy, for all federally-funded grants for the term of the grant and an additional three (3) years, or more as required by the specific grant, for review and audit by the granting agency or its designee.
policy-owner The grants management office is responsible for all changes and/or updates to this policy.
flow-process Figure 1, below, graphically displays the primary steps followed in the Grants Management process.
Figure 1: Grants Management Financial Reporting reflects the requisite steps to ensure that all incurred costs are within budget and allowable.
*History: October 29, 2015*