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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.
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

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