Policy & Procedure 670. Today’s Agenda. I. Why do we have grant policies and procedures?. II. Pre-award Procedures. Pre-award. = . The period up . to the time an award is . made. . Strong and effective pre-award procedures help set a foundation for success in the post-award period.. ID: 716378
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SCD Grants & Contracts
Policy & Procedure 670Slide2
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 InformationSlide3
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.Slide4
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 PresidentSlide5
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.Slide6Slide7
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.Slide8
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 GeneralSlide9
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.Slide10
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.Slide11
IV. Where to find more information
Policy and Procedure 670 is available on the Inside Seattle Colleges website:
on M drive at M:webshares/grants Grants Office:
Director of Grants
x 4567 or
Manager, Fiscal Compliance and Internal Controls
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