New Search
SUBMITTING GRANT APPLICATIONS ON-LINE - <br />Grant applications are required to be <br />submitted on-line. To be able to apply for grants on-line, you must register at http://grants.gov. <br />You will need to complete your AOR (Authorized Organization Representative) profile and <br />create a username and password. Once you have registered, an automatic e-mail will be sent to <br />the Finance Grant Coordinator, the City's Primary Point of Contact (POC) with the CCR who <br />will then authorize you to submit grant applications on behalf of the City. <br />D&B/CCR REGISTRATION - <br />Dun & Bradstreet (D&B) issues a DUNS Number, a unique <br />nine digit identification number that is required to apply for U.S. federal government contracts or <br />grants. The City of Eugene DUNS number is 93-1267301 and should be used on all grants. The <br />City is also registered with the CCR. The Finance Grant Coordinator is the CCR Point of <br />Contact. <br />AWARD NOTIFICATION AND REVIEW PROCEDURE: <br />1.Upon notification of grant award, the Executive Director of the grantee department initials the <br />grant contract and submits it to the City Manager for signature, along with the resolution <br />indicating Council approval, if such action was required. <br />2.The City's copy of the signed grant contract (as is the case for ALL City contracts) should then be <br />forwarded to the departmental/divisional contract administrator. If unsure who your contract <br />administrator is, contact City Recorder's Office (x5042). <br />3.Copies of grant agreements should be forwarded by the department/division contract <br />administrator to the departmental grant coordinator Copies of grant agreements should also be <br />sent to Debbie Wydra (x5024) in Financial Reporting, along with a request for new grant, project, <br />and revenue codes to be used in tracking revenues, expenditures, and the City match in <br />connection with the new grant. <br />GRANT REPORTING - <br />Grants awarded to the City may require that progress, programmatic and <br />financial reports be submitted to the grantor. Accurate and timely reporting is critical to maintaining <br />a good relationship with the grantor. Late or inaccurate reports may negatively impact current or <br />future funding. Many of the grants received by the City have quarterly reporting requirements. The <br />ARRA grants have a 10 day turnaround time. To assist in identifying all expenditures coded to a <br />specific grant, a refreshable query is available at <\\cesrv103\CORPAPPS\Excel GL Reports\Grant <br />Report.xls> to run at any point in time. For this report to be accurate, it is imperative that the grant <br />code be attached to all expenditures (personnel and materials and services) as expenditures are <br />incurred. <br />GRANT TRACKING - <br />Once a grant has been awarded, a copy of the signed award document <br />should be sent to Finance Grant Coordinator. A revenue code, grant code, and activity code (if there <br />is a City-match component) will then be added to the General Ledger for tracking purposes. The <br />revenue code is required to specifically identify the proceeds received from the grantor. The grant <br />number is needed to account for expenditures charged against the grant. An activity number may also <br />be assigned, when the grant requires matching funds, or when project costs will include costs not <br />Financial Policies and Procedures Manual 10/2008 <br />I_Grant Management.docx <br /> <br />