Grants Management Office:
1. Upon receipt of a BOE-approved grant award from a grant manager sets up grant account number. For details on this process, reference AM Policy 413-50 Grant Award.
Grants Manager:
2. Upon receipt of grant account number, begins to operate the grant as outlined in all City of Baltimore AM policies and OMB requirements;
| 3. Uses a Grants Operating Checklist, see Attachment 1 to help maintain ongoing compliance with all policies and requirements; as well as, maintaining an online archive of all grant applications, award letters, monthly, quarterly, semi-annual and annual (as required) operational and financial reports for a minimum of seven years on the grants management’ SharePoint website. When necessary, online applications must be printed, scanned and stored in SharePoint; |
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8. Conducts ongoing monitoring and control of all reimbursement receipts and deposits until grant ends; as well as all program and sub-recipient (when applicable) documentation, to include: a. Program documentation b. Timesheets c. Deliverables d. Activities e. Vendor payments f. Program data/charts/numbers g. Financial and compliance reports |
| 10. Failure to maintain all documentation and/or or financial submissions can result in audit findings and/or disallowed costs. |
Figure 1Grant Documentation, proper documentation is imperative to avoid audit findings, disallowed costs and/or non-compliance issues.
Attachment 1:
Grants Operating Checklist
Post award, after obtaining the Board of Estimates (BOE) award approval, grant managers must follow and complete this annual report checklist of tasks to help ensure compliance with all OMB and City of Baltimore AM Policy compliance requirements.
Daily
Grant Manager (GM):
| Operations | Fiscal | ||
|---|---|---|---|
| Monitors compliance with the conditions of award, as well as all City of Baltimore AM policies and OMB regulations | Manages and monitors the budget | ||
| Leads project as outlined in the approved work plan and conditions of award | Ensures Federal funds are only expended for allowable activities | ||
| Supervises project staff, contractors and sub-recipients, as applicable | Ensures program income is correctly earned, recorded, and used in accordance with program requirements | ||
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Retains copies of all reports submitted and received, to include all:
|
Retains copies of all reports submitted and received, to include all:
|
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| Maintains work and deliverables schedule to ensure timeliness for all activities and reporting | Records on all acquisitions and dispositions of property acquired with Federal monies | ||
| Ensures Federal award information and compliance requirements are identified to subrecipients, and that any subrecipient audit findings are resolved, if necessary | |||
| Provides technical assistance and support to staff and supported activities as needed | |||
| Monitors risk management, to include preventing waste, fraud and/or abuse | |||
| Operations | Fiscal | ||
|---|---|---|---|
| Monitors all staff timesheets (time is monitored, but effort reporting is in process to be implemented by 06/30/22) | Incorporates budget revisions (if any) | ||
| Determines if payroll activity was appropriately approved on staff timesheet submissions | Verifies payroll charges are valid by confirming staff are assigned to the correct budget account number | ||
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Retains copies of all HR forms, i.e., , timesheets, to include:
|
Corrective action taken if inaccuracies are found | ||
| Meeting agendas and minutes where the grant is discussed or activities are planned | |||
| Operations | Fiscal | ||
|---|---|---|---|
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Monitors monthly detail & summary reports
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Submits approved expenditures for reimbursement (drawdown) and notifies BAPS of pending ACH wire transfers | ||
| Submits all required reporting | |||
| Operations | Fiscal | ||
|---|---|---|---|
| Reviews and reconciles costs charged to the grant to ensure the validity of all charges | Reviews and reconciles costs charged to the grant to ensure the validity of all charges | ||
| Reviews payroll data to confirm staff are appropriately charged to the correct budget account number | Reviews payroll data to confirm staff are appropriately charged to the correct budget account number | ||
| Submits all required reporting | |||
| Operations | Fiscal | ||
|---|---|---|---|
| Maintains grant timeline calendar with milestones including reporting due dates, periodic reviews/monitoring, etc. |
Maintains cash matching documentation
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| Retains records to indicate the calendar was maintained | Retains records to indicate the calendar was maintained | ||
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Retains ALL grant documentation to include: Applications and Notice of Awards Executed grant agreements (and any subsequent extensions) |
Retains ALL grant documentation to include: • Applications and Notice of Awards • Executed grant agreements (and any subsequent extensions) |
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| Provides/participates in grant management training including Uniform Guidance, documentation requirements, etc. | Checks for any documentation that vendors have been checked for debarment or suspension of receiving federal dollars in Sam.gov | ||
| Ensure that appropriate staff in Grants.gov and all grant-related reporting systems | Retains records of reviews and monitoring conducted, to including written reports on the reviews and monitoring | ||
| Retains copies of all professional or technical service contracts | Retains a copy of applicable indirect cost agreement(s) | ||
| Retains records of reviews and monitoring conducted, to including written reports on the reviews and monitoring | Submits all required fiscal reports | ||
| Provides and participates in grant management trainings, as necessary | Performs end-of-year closeout | ||
| Retains a copy of applicable indirect cost agreement(s) | |||
| Retains an updated inventory of all equipment | |||
| Submits all required programmatic reporting | |||
| Performs end-of-year closeout | |||