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7. The Administering Departments, with support from FMS Grant Accounting,
must be familiar with, comply with, and document compliance with all
contractual requirements for applicable grants.
8. FMS Grant Accounting shall review PeopleSoft financials for each grant each
month and communicate any issues encountered to appropriate grant staff.
9. Expenditures/Expenses:
a. The Administering Departments, in conjunction with the Purchasing
Division of the Financial Management Services Department, shall
ensure that all grant-related procurement is handled in accordance with
Financial Management Policy Statements, City purchasing standard
operating procedures (SOPs), and all applicable state and/or federal
grant regulations and contractual requirements.
b. The Administering Departments are responsible for ensuring that grant-
related funds are only obligated/expended when there is budgetary
authority to do so.
c. The Administering Departments are responsible for monitoring grant
budget status to ensure that necessary budget modifications are made
before expenditures are needed.
d. The Administering Department, with support and assistance from FMS
Grant Accounting, is responsible for ensuring that all expenditures are
necessary, reasonable, allowable, and appropriately allocated.
e. The Administering Departments and FMS are responsible for ensuring
that all disbursements are correct, and that any required retainage or
cash held by other entities is accounted for properly.
10. Revenues:
a. The Administering Departments must provide FMS Grant Accounting
with copies of any request for reimbursement (RFR) or drawdown
request each time they are submitted.
b. FMS Grant Accounting is responsible for making any journal entries to
recognize the revenue and create a receivable.
c. FMS Grant Accounting is responsible for monitoring bank account
activity, and, when ACH deposits hit the appropriate bank account,
making entries (eRDDs) to reflect the sums received.
d. FMS Grant Accounting is responsible for reconciling receivables and
payments received.
11. Journal Entries:
a. The Administering Departments are responsible for making all grant-
related journal entries corresponding to a particular accounting period

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