SCD Grants & Contracts

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SCD Grants & Contracts

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SCD Grants & Contracts

Policy & Procedure 670


Today’s Agenda

I. Why do we have grant policies and procedures?II. Pre-award Procedures



The period up

to the time an award is


Strong and effective pre-award procedures help set a foundation for success in the post-award period.

III. Post-award Procedures



The period following a grant award through grant close-out.

IV. Where to Find More Information


I. Why do we have grant policies and procedures?

Ensure that grants contribute to the mission of the college.


that the college has the capacity to effectively management the grant.


the college from consequences of misuse of grant funds

. Misuse can range from mistakes  gross negligence  criminal fraudConsequences of misuse can range from repayment of grant funds with interest  debarment from receiving future awards (including federal financial aid)  civil lawsuits and criminal prosecution.


II. Pre-Award Procedures

Grants Checklist/Request to Apply for External Funding – at least one month in advance of grant deadline


Brief Description of the Project

How project aligns with the strategic plan

Who will be responsible for the project

Assurance of the department’s ability to manage the projectAssessment of project’s impact on other departmentsDocumentation of indirect rateDetailed budget

Sign-off by Project Director, Dean, Grants Office, Business Office, Office of Institutional Effectiveness, Vice Presidents, and President


Budget Considerations

Budget shows a financial plan for your proposal.Salaries and benefits must be consistent with District salary schedules.

Costs must be allowable.

College matching funds must be available when they are a condition of the grant.

Projects budget must include an indirect cost rate that aligns with the table provided in Appendix E of Procedure 670


Indirect costs may only be waived or reduced by the College President or Chancellor using the waiver request, Appendix F.



Pre-Award Responsibilities

Primary Investigator (PI)/Project Director – Identifies project, initiates checklist, drafts proposal and budget, provides subject matter expertise, secures letters of support and/or memorandums of understanding.

Dean – Assures that the department has the capacity to manage and carry out the project.

Grants Office – Discusses grant with PI in order to assess viability, helps secure approval, assists with the grant application and attachments, facilitates obtaining of college signatures for application, submits grant application.

Business Office – Advises on and reviews budget, approves budget

prior to application submittal.


III. Post Award Procedures

Grant Launch – Congratulations on receiving your grant!

Upon receipt of the fully-executed award letter, the PI provides the Business Office with the award letter and budget

Business Office establishes budget number

Grants Office organizes a grant launch meeting with all involved parties.

Review grant objectives, budget, time and effort reporting and other grant requirements.

Grants Office establishes

schedule for regular grants review, minimum two reviews per year


Grant Agreement -

A grant agreement is essentially a legally binding


and grantees are obligated to use their grant funds as outlined in the agreement and to act with integrity when applying for and reporting their actual use of funds. Grantees are also obligated to properly track the use of funds and maintain adequate supporting documentation


-Office of Inspector General


Post-Award, continued

Grants Management Team

PI (Grant Lead) is Responsible for

Executing the scope and objectives of the grant according to the grant contract. In the absence of a contract, the grant application serves as the legally binding agreement.

Tracking/reconciling budget on a monthly basis.

Managing time and effort reporting for federal grants.

Preparing all reports according to funder specifications and initiating billing.

Retaining associated records, equipment and deliverables not transferred to the grantor at the conclusion of the grant.

Understanding and following all grant requirements and policies and seeking training/guidance when needed.


Post-Award, continued

Grants Management Team, continuedGrants

Office is Responsible for

Reviewing grant outcomes and progress of awarded grants at least twice a year.

Assisting PI’s with


Assisting with close-out.Providing guidance on grant policies and requirements.


Office is Responsible for

Participating in grant review meetings at least twice a year.

Reconciling the monthly budget reports on a summary level prior to billing

Invoicing the grantor, ensuring collections are processed in a timely manner

Closing the budget number when the grant term has expired and all activity has been recorded.

Training PI and other grants staff on fiscal procedures needed to effectively manage the grant.


IV. Where to find more information

Policy and Procedure 670 is available on the Inside Seattle Colleges website:


Grants Handbook:

on M drive at M:webshares/grants Grants Office:

Ann Richardson

Director of Grants

x 4567 or

Business Office

Ana Brunets

Manager, Fiscal Compliance and Internal Controls


3618 or

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