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5. The Administering Department shall submit project status reports in accordance
with the award agreement, and provide copies of such reports to FMS Grant
Accounting to be attached in PeopleSoft.
6. Where financial reports—including financial status reports (FSRs), requests for
reimbursement (RFRs) or drawdowns, or close-out reports—are filed by the
Administering Department, the Administering Department should submit a
draft of the submission to FMS Grant Accounting five (5) business days prior
to the due date for review and concurrence. Where such financial reports are
filed by FMS Grant Accounting, they should be submitted to the Administering
Department five (5) business days prior to the due date for review and
concurrence.
7. The Administering Department shall create and maintain adequate
documentation for all program operations and expenditures (activity reports,
invoices, purchase orders, receipt documentation, etc.).
8. The Administering Department and FMS Grant Accounting shall create and
maintain all pertinent award-related documentation in accordance with
§200.333 Retention Requirements for Records and applicable State law as
specified in City records management policies and supply it as requested to
authorized grant monitors.
9. FMS Grant Accounting shall ensure awards are accounted for in accordance
with 2 CFR 200, Uniform Administrative Requirements, Cost Principles, and
Audit Requirements for Federal Awards, applicable State regulations, and City
policies and procedures.
10. The Administering Department and FMS Grant Accounting shall, at a
minimum, review and analyze grant financials monthly. This review will
include a process to verify that all costs are allowable and appropriate and that
all revenues earned have been recognized.
11. As determined and documented in the Grant Kick-off Meeting, either the
Administering Department or FMS Grant Accounting will submit financial
reports in accordance with the award agreement.
12. Grant funds shall not be used to purchase gift cards or other cash-equivalent
items for distribution to recipients. All disbursements of funds and/or assets
shall follow standard City procedures to ensure accountability and compliance.
13. Other roles and responsibilities for the Administering Department:
a. Ensure funding is managed according to the terms and conditions of the
award,
b. Request award extension and/or agreement amendments, if necessary,
c. Prepare M&Cs for grant amendments, if necessary,

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