GRANTS: POST-AWARD
Upon successful grant award acceptance by the District, please submit the grant agreement/award letter along with a completed Grant Routing Sheet to the VP of Finance/Administration for review and approval. The grant contract/agreement is submitted to the Board as needed* and signed by the Vice Chancellor of Business Services. After the fully executed agreement is received by the District, the PD/PI, Grants Office and Financial Manager will work together to administer the grant.
*Please refer to the Purchasing and Payment Approval Matrix
FORMS
For Amendments or Extensions:
Submit the contract amendment or revision along with the Grant Routing Sheet to the campus VP of Finance/Administration.
Federal Grants Log-In Access
Federal Time and Effort Forms and Procedures
- Internal Timesheet - End-of-Month Payroll (paid last day of month)
- Internal Timesheet - Mid-Month Payroll (paid on the 15th)
- Full-Time Faculty Activity Log for Release Time
- Semi-Annual Time Certification
- Time and Effort Procedures
Other
NOTE: Please download fillable PDF forms to complete the required information.
MAIN ROLES (DEFINITIONS):
Project Director - Principal Investigator (PD/PI):
Project Director/Principal Investigator is responsible and accountable for overall management and administration of the grant under the fiscal oversight of the Financial Manager, adhering to policies and procedures established by the granting agency as well as the District, and ensuring timely and accurate completion and submission of required grant, budget and expenditure reports to the granting agency. PD/PI also coordinates grant work, monitors budgeted funds and expenditures, budget revisions, cost/non-cost extensions, coordinates with sub-awardees on grant goals, and addresses any audit issues that may arise.
Financial Manager:
The Financial Manager assumes the overall managerial and fiscal responsibility of the grant and the individuals who are working on the grant. This is generally a Department Dean or senior level administrator at the campus pursuing the grant.
Grants Office (Post Award):
The Grants Office (Post Award) provides fiscal oversight of the grant, working closely with the PD/PI to provide support and guidance; however, final responsibility for compliance lies with the PD/PI. The Grants Office monitors expenditures to ensure expenses are in accordance with guidelines outlined in the grant agreement, verifies adherence to District policies and procedures, prepares ad-hoc financial reports, coordinates budget revisions, expense transfers and other adjustments, creates invoices, reviews and facilitates quarterly and annual grant reports and budget and expenditure report certifications, coordinates with external auditors on issues related to the grant, and communicates with the granting agency if needed.