Charles County Government

Grant Policy for The Procurement, Administration, and Disposition of Grants

Policy | Procedures | Forms | Researching | Responsibilities


SPECIFIC RESPONSIBILITIES

 

1. The Grants Analyst is responsible for the following relative to program grants:
a. preparation and/or review of financial reports for accuracy and compliance with grant accounting policies and procedures;
b. review/preparation of accounting spreadsheets, journal entries, and reports for grant managers and administrators as needed;
c. preparation of indirect cost schedules and journal entries;
d. consulting with grant managers and administrators on budget issues and provide support, including assistance with annual budget preparation when needed;
e. communicating with Federal, State and other granting agencies when necessary to coordinate grant financial process;
f. preparation of annual A-133 audit report and assist with year-end audit requirements;
g. reviewing grant applications for grant terms and county funding requirements prior to submission for Commissioner approval;
h. maintaining accurate and up-to-date records on current and pending grants;
i. monitoring the grant process and assisting with the process of deobligating grants when complete;
j. reviewing and processing contracts relative to grants through the signature process.

 

2. The Budget Analyst I is responsible for the following relative to capital grants:
a. preparation and/or review of financial reports relative to capital grants for accuracy and compliance with grant accounting policies and procedures;
b. consulting with grant managers and administrators on budget issues and providing support, including assistance with annual budget preparation, when needed;
c. maintaining accurate and up-to-date records on current and pending capital grants;
d. monitoring the grant process and assisting with the process of deobligating capital grants when complete.

 

3. The County Department Head or his/her designated representative is responsible for:
a. setting up an internal mechanism for distributing information on funding opportunities;
b. approving the content/direction of a grant initiative to ensure that it is in keeping with the goals of the Department and vision of the County;
c. verifying that there are sufficient County resources (e.g. staff, space) to accomplish the project;
d. providing timely response for approvals to the Grants Analyst and/or Budget Analyst I and the initiating division.

 

4. The initiating County Division is responsible for:
a. identifying problem areas that might be addressed using grant funds;
b. engaging in broad-based planning that will ensure that the operational personnel and cooperating agencies essential to implementing the program are involved at the earliest stages;
c. informing the Grant Analyst and/or Budget Analyst I of needs and project plans through submittal of a Grant Intent Notification Form for any project for which there is potential for grant funding; (Click here for link to Grant Intent Notification Form)
d. designing projects in such a way that activities can be institutionalized in the future should they result in successful programs, since grants are usually a source of temporary funding or for primarily starting or testing new initiatives;
e. working with the Grants Analyst and/or Budget Analyst I throughout the planning, application and implementation process;
f. developing partnerships that strengthen the project, but with careful awareness of possible conflict;
g. assigning a Project Director/Manager as the primary contact person;
h filing applications on time and in accordance with the funding agency’s instructions;
i providing a copy of the final grant application and if awarded, fully executed agreement to the Grants Analyst for program grants or Budget Analyst I for capital grants;
j managing grant funds in accordance with the same policies and procedures as those required of County funds and in accordance with funding agency guidelines/requirements;
k. managing the project in accordance with regulations and deadlines of the funding agency;
l. providing copies of progress reports and evaluations to the Grants Analyst or Budget Analyst I when filed with the funding agency;
m. processing requests for funds through the Grants Analyst or Budget Analyst I for accurate billing and financial accounting.
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