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Request for Grant Account Codes "WO <br />4, W P <br />Division: ❑ POS ❑ PWM Grant Manager: Section Manager: <br />Project Name: Title Suggestion: <br />Funding Source (granting agency): Grant award: $ <br />❑ Operating Account Code for expenses: <br />❑ Capital Account Code for expenses: <br />❑ Federal Funding CFDA # <br />Stimulus Funding: Yes <br />❑ No <br />Mafch RdtlUired: ` E] Yes ] No <br />l <br />Total City match required: <br />Match allowances & restrictions: <br />Project Description: <br />Please attach a copy of the Grant Award Notice or at least the Grant Application for staff use. <br />Proper coding and tracking for each grant is very important and should be done correctly from the beginning. <br />As a grant manager, please let Lacey or Sandi know when you have applied for a grant so they can start the <br />process. Once the grant has been awarded, complete the form above and email it to Sandi LeGat. Sandi <br />will report back when the general ledger has been updated with new account codes. If the grant is for a <br />capital project, you are encouraged to complete the Project Authorization Form and have it circulated for <br />signatures so it can be processed in a timely manner. <br />Three accounting fields can be created to manage a grant. <br />1. The revenue code is required to specifically identify the proceeds received from the grantor. <br />2. The grant number is needed to account for expenditures chargeable against the grant (exactly what <br />we will be reimbursed for). <br />3. An activity / project number may also be assigned, when the grant requires matching funds, or <br />when project costs will include costs not chargeable to the grant. All project costs are identified by <br />the activity number, but only recoverable grant expenditures are identified by grant number. <br />If staff needs to charge time to a grant or as match prior to the City receiving the official award <br />notice, please process this request immediately. <br />Employee time can be managed best on their timesheets, not through journal entries after the fact. <br />Generally we do not use service ID's. Instead, have each employee charging time against a grant or for <br />grant match will designate the fund/org/grant code on the right side of their time sheet. <br />• To code staff time to be reimbursed: Staff will enter a separate line for each grant being charged for <br />time, coding the work type, fund/org/grant code <br />• To code staff time to be used as match: Staff will enter the work type. If their time is to be charged <br />against an account to which the employee is not PAF'd, they should also code the fund/org and <br />applicable activity/project code. <br />Request for Grant Account Codes.docx <br />Last printed 3/17/2010 12:54:00 PM <br />