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Mayor and Council Communication for approval to apply for the grant only. In
these instances, a supplemental Mayor and Council Communication is required
in order to accept the grant and appropriate funds.

B. Grant Set-Up

1. FMS Grant Accounting will not set up any grant award in PeopleSoft prior to
the award of the grant by the granting agency. Upon award of a grant by a
granting entity and notification of the grant award from the Administering
Department FMS Grant Accounting shall schedule a Grant Kick-Off meeting
with the Administering Department. The Grant Kick-Off meeting is to clarify
grant management and accounting roles and responsibilities specific to that
particular grant, and should be attended by management representatives of the
Administering Department and FMS Grant Accounting (and, where applicable,
FMS Capital Assets).
2. The Administering Department is then responsible for completing and/or
collecting the following documents, with assistance and support from FMS
Grant Accounting, and submitting them to FMS Grant Accounting to be entered
into PeopleSoft (the City’s system of record for all financial data):
a. The Grant Information Form (GIF),
b. A balanced Grant Project Budget,
c. The approved M&C,
d. The fully executed award agreement,
e. The funding location (FID) for any required matching expenditures, and
f. Any Combo Codes necessary to process expenditures.
3. FMS Grant Accounting is responsible for setting up the award in PeopleSoft,
including entry of operating and financial reporting schedules. Grant
Accounting shall then provide the Administering Department with the
PeopleSoft project (grant) number.
4. The Administering Department and FMS Grant Accounting are responsible for
understanding grant conditions, including allowable costs for each grant. This
includes personnel expenditures and whether salaries, overtime and/or fringe
benefits are allowable. The Administering Department, with the support and
assistance of FMS Grant Accounting, is responsible for determining and using
the appropriate vehicle to ensure personnel charges are distributed to the grant
as accurately as possible. This may entail the use of ePARs, tasks groups/task
profiles and/or Combo Codes. The Administering Department should ensure
that grant-funded personnel understand how to code their time for accurate
accounting.

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