You got the grant, now what?

Agenda Grant Administration Programmatic Compliance Fiscal Compliance Setting Up Grant Files Grant Monitoring –Internal –External Lessons Learned Q & A

Grant Administration

Designate a Grant Manager to be responsible for the following: –Statutory and regulatory compliance –Oversight and technical assistance for staff to ensure programmatic and fiscal compliance –Establishing grant files

Grant Administration Designate a Project Manager to be responsible for the following: –Achieving the goals of the grant –Day-to-day implementation –Statutory and regulatory compliance –Regular communication with Grant Manager

Programmatic & Fiscal Compliance

Programmatic Compliance Ensure that program staff understand the grant requirements Document program activities and expenditures Ensure timely submittal of performance reports Review award documents for additional responsibilities

Fiscal Compliance Timely and appropriate expenditure of grant funds Timely submission of fiscal reports Ongoing coordination between fiscal and program staff

ARRA Reporting Federalreporting.gov ARRA requires separate reporting of all of their funds –Jobs created/retained –Davis Bacon –CCR Registration Some programs may have additional requirements.

Grant Files

Grant Files: Programmatic Grant solicitation Grant application Grant award notifications Scope of services and any modifications Correspondence No-cost extension notices Reports Documentation of project performance Inventory list of grant funded equipment

Grant File: Fiscal Grant application with budget Grant award notifications Program/budget modifications and no-cost extension notices Record and documentation of all grant expenditures Fiscal reports

Monitoring

Internal Grant Monitoring Monitoring activities should check for the following: –Regulatory and statutory compliance –Fiscal and programmatic compliance –Identification of potential problems –Corrective actions (if needed) Single Audit Requirement: O.M.B. Circular A-133

External Grant Monitoring Conducted by the granting agency –Regulatory and statutory compliance –Fiscal and programmatic compliance –Identification of potential problems –Corrective actions/Findings Audit vs. Monitoring Visit

Examples of Recovery Act Funded Grants

EPA Brownfields Revolving Loan Fund $1.5 Million BCRLF loan through SCDHEC Funding awarded through ARRA funded RLF and SCDHEC RLF –ARRA Loan: $455,000 –RLF Loan: $350,000 –ARRA Subgrant: $350,000 –RLF Loan Forgiveness: $150,000 –ARRA Loan Forgiveness: $195,000

HUD Community Development Neighborhood Stabilization Program –$1.6 Million awarded through SC State Housing Finance and Development Authority Community Development Block Grant Program –$125,836 for infrastructure improvements

Department of Justice Justice Assistance Grant Allocation –$343,959 for officer equipment COPS Hiring Recovery Grant –$859,092 to hire 6 officers

Top 3 Lessons Learned #1: Internal and external communication is key #2: Regular upkeep and maintenance of grant files #3: No such thing as too much documentation

City of Rock Hill Grants Team Jennifer Wilford Grants Coordinator (803) Rebecca Walters Grants Administrator (803) Tracy Smith Grants Specialist (803) Holly Eskridge Assistant to the City Manager (803)

Questions?