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d. Submit budget transfers requests and correcting journal entries to FMS
Grant Accounting in a timely manner, and
e. Monitor grant terms and conditions for any changes throughout the
performance period (with support from FMS Grant Accounting).
14. Other roles and responsibilities for FMS Grant Accounting:
a. Ensure that all appropriate grant documentation is attached to
PeopleSoft Project Definitions and/or journal or budget entries,
b. Maintain all other appropriate grant-related documentation in the City’s
physical or virtual storage,
c. Review grant amendment-related M&Cs for completeness and
correctness,
d. Serve as point of contact for financial matters and grant questions,
e. Attach and maintain copies of operating and financial reports in
PeopleSoft, and
f. Enter and approve budget transfers.

D. Grant Accounting

1. All grant-related financial activity must be accounted for in the City’s primary
accounting system of record (PeopleSoft).
2. Direct and indirect costs should be clearly identified and separated.
3. City contributions (matching) and grantor funds should be clearly identified and
separated.
4. The Administering Departments and/or FMS Grant Accounting are responsible
for submitting all financial reports required by grantor agencies, as determined
and documented in the Grant Kick-off Meeting.
5. The Administering Departments and FMS Grant Accounting must ensure that
grant budgets set up in PeopleSoft are correct, appropriate, and allowable. FMS
Grant Accounting shall review submitted budgets for balance and correctness.
Multi-year grants pose special challenges, and, in conjunction with FMS Grant
Accounting, Administering Departments should decide how various time
periods and activities are to be handled before the grant is initially set up. This
should be decided and documented as part of the Grant Kick-off Meeting.
6. The Administering Departments and FMS Grant Accounting must be aware of
the particular requirements of reimbursement, advance payment, or fee-for-
service grants as they apply to each award.

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