The Department seeks and applies for authorized grants whenever possible. This Department Order establishes the processes and requirements for identifying grant opportunities, preparing grant position papers and applications, and monitoring grants.

The Department's Planning, Budget and Research (PBR) Bureau Administrator shall coordinate the Department's Grant Program.

307.01 IDENTIFYING AVAILABLE GRANTS - The Department’s PBR Grants Management Unit shall:

 

1.1 Research the availability of all authorized grants and gather all technical material/documentation necessary to process a grant position paper.

1.2 Research and review advertisement information, guidelines, promotional material, background information and documentation regarding grants.

1.3 Identify grant opportunities for which the Department should apply.

1.4 Forward the advertisement and all material and documentation to all appropriate Division Directors, Program Managers, and key staff.

1.1 Division Directors, Program Managers, and key staff who wish to apply for grant funds shall:

1.1.1 Designate a staff member/subject matter expert (SME) to work with the PBR Grants Management Unit in the development of the grant position paper within the established time frame established by the Grants Management staff.

1.1.1.1 The designated staff member/SME shall receive approval from their Supervisor or Division Director prior to proceeding with the grant application.

1.1.2 Submit a copy of the completed grant position paper to the PBR Grants Management Unit for review, editing and comment.

1.2 The PBR Administrator shall:

1.2.1 Determine the current and future budgetary impact the grant will have on the Department.

1.2.2 Prepare a budgetary impact statement and forward it to the grant manager.

1.3 The Grants Manager shall:

1.3.1 Review the submitted grant position paper to determine if all grant requirements and guidelines have been met.

1.3.2 Recommend approval or disapproval of the grant application based on a thorough evaluation of the grant position paper and the budgetary impact statement.

1.3.3 Submit the completed grant application, budgetary impact statement and the recommendation to approve or disapprove to the Director or designee for signature at least three to five days prior to the grants submission deadline date.

1.3.4 Write grant adjustment requests and coordinate financial reports with the Administrative Services Bureau Administrator.

1.4 The Grant Program Administrator shall be responsible for filing the Program Status Reports.
 

1.1 The PBR Grants Management Unit shall:

1.1.1 Monitor the grant process until a decision is rendered by the funding agency.

1.1.2 Act as the liaison between the Department and federal, state and local governmental agencies, or other funding source during the grant process.

1.1.3 Inform the Director and appropriate Division Directors, Program Managers, and key staff monthly on the status of all grants.

1.1.4 Maintain a central file for all grant materials and documentation.

1.1.5 Monitor the contracts required for grants and the financial status of grant awards with appropriate staff.

1.1.6 Provide support to Program Managers in the development of grant proposals and budget statements.

1.2 The Division Directors, Program Managers, or key staff of the group administering the grant shall ensure requirements are completed by the established deadlines.
 

1.1 The appropriate Division Directors, Program Managers or key staff shall administer the continuing sub-grant.

1.1.1 Assigned key staff shall ensure a copy of the sub-grant, award letter, and signed contract is sent to the PBR Grants Management Unit and the Administrative Services Bureau, Financial Grants Manger.

1.1.2 The Program Manager shall submit timely programmatic reports and forward a copy to the Grants Management Unit.

1.2 The Administrative Services Bureau Administrator shall:

1.2.1 Be responsible for the fiscal accounting of all grants, including filing timely reports to funding source and complying with all grant administrative guidelines.

1.2.2 Provide monthly and quarterly financial reports to the work unit responsible for administering the grant and to the PBR Grants Management Unit.