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include a process to verify that all costs are allowable and appropriate and that
all revenues earned have been recognized.
14. 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.
15. 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.
16. 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,
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).
17. 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.

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