1. MASBO NEW CLERKS ACADEMY
Working with Grants and Dealing with Monsters

2. Grant Management Grants and the Nebulous Fund 15
Fund 15 as defined by the state and OPI can be very confusing
Fund 15 is a black hole that can and will suck in anything not otherwise assigned
Auditors pay a lot of attention to grants in Fund 15
If you are not careful, Fund 15 will eat you alive

3. Grant Management Setting Up Grants
Try and have a discussion with the grant manager when they are applying
Set expectations
Reporting requirements
Important dates
Possible limitations
It’s good to have this discussion every year with recurring grants and whenever there is a change in the grant manager

4. Grant Management Setting Up Grants(cont.)
Grants do not need to be coded to Fund 15 in your financial system
Using a different fund code for each grant makes tracking simpler
It is easier for grant managers to understand
Report generation is less tedious
Project Reporter Codes (PRC)
PRC Codes can change each year
Set up a block of PRC’s that can be tied to a grant and change each successive year
can be changed each year to match to the fiscal year, i.e. 100 ties to FY2020

5. Grant Management Tracking and Maintaining Grants
Be diligent in tracking grants through out the year
Reconcile monthly
This will help eliminate a mad scramble at the end of the year
OPI has a handy spreadsheet for a limited number of funds
Fund_15_Recap_Worksheet.xlsx
Create your own spreadsheet
Detailed Workbook.xlsx
Use these spreadsheets for auditors, for balancing purposes, and to create supporting documents for cash requests and as additional checks and balances.
Work closely with the county Treasure to correct errors as soon as they are identified

6. Grant Management Tracking and Maintaining Grants(cont.)
Be familiar with grants, particularly local grants
These can have odd reporting requirements and allowable cost restrictions
Make sure you are tracking and reporting allowable cost for the grant
Allowable
Necessary and reasonable to the performance and administration of the project
Authorized or not prohibited by state or local laws or regulations

7. Grant Management Tracking and Maintaining Grants(cont.)
Unallowable
Entertainment
Excess of costs over the grant amount
Termination pay
OPI and auditors pay close attention to what you report
This Photo by Unknown Author is licensed under CC BY-NC-ND

8. Grant Management Closing out grants
Monthly tracking and reporting should make closing out grants fairly easy
Make sure you know the grant end date and close out date
Federal – September 30
State – June 30
Local – Can vary
Be ready to close out as soon as all expenditures are accounted for i.e. payroll processed and invoices received
This Photo by Unknown Author is licensed under CC BY-ND

9. Grant Management What are Indirect Costs Indirect Costs
A costs of doing business that are charged to the General Fund
Accounting/Payroll HR
Special Education Admin
Title I Admin
Can be viewed as another revenue to offset General Fund Cost
Can be spend as designated by the Board
Reduces the amount available for the grant’s purpose
Must be approved by OPI to apply

10. Grant Management
Questions