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5. Vendors shall be checked against the list of debarred/suspended vendors on
SAM.gov prior to awarding any contract and annually thereafter, at a minimum,
and evidence of SAM searches retained.
6. The Administering Department shall ensure supervisor (or supervisor’s
designee) or the appropriate FMS Grant Accountant reviews all fiscal and
program data required to be reported to the granting agency prior to submission,
and that documentation is retained to evidence the review, including who
performed the review and the review date.
7. The Administering Department shall submit project status reports in accordance
with the award agreement, and provide copies of such reports, including
evidence of review and approval, to FMS Grant Accounting to be attached in
PeopleSoft.
8. 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.
9. The Administering Department shall create and maintain adequate
documentation for all program operations and expenditures (activity reports,
invoices, purchase orders, receipt documentation, etc.).
10. The Administering Department shall ensure all staff charging worked time to a
grant provide general details of grant activities performed in the comment fields
of the employee’s timecard. This requirement will be in addition to any work-
effort documentation required by the Grantor.
11. 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.
12. 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.
13. The Administering Department and FMS Grant Accounting shall, at a
minimum, review and analyze grant financials monthly. This review will

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