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chargeable to the grant. All project costs would be identified by the activity number, but only <br />recoverable grant expenditures would also be identified by the grant number. (Important: If the grant <br />is part of a Federal Stimulus package, please identify at the time you request a grant code.) <br />1.Grant eligible expenditures cannot be incurred prior to the award start date and cannot be <br />incurred after the award end date. <br />2.Personnel working on grant activities should code their timesheets with the threedigit grant <br />code. <br />3.All items purchased with grant funds MUST be labeled and have a tracking system in place <br />to identify at any point in time, the status of the item. Each department is responsible for <br />maintaining the list for items under $5,000. All items purchased with grant funds $5,000 or <br />greater MUST also be added to the City's fixed asset system. <br />CASH MANAGEMENT – <br />Most of the grants received by the City are reimbursement grants. <br />Therefore, we do not receive the monies in advance. Instead, after actual costs have been incurred, <br />the department grant coordinator or designee will prepare and submit the request for reimbursement <br />to the awarding agency in accordance with the grant agreement. <br />GRANT OVERSIGHT AND MONITORING FOR ALLOWABLE COSTS <br /> – The <br />department shall use A-87 cost principles and specific grant guidelines to determine the <br />reasonableness, allowability, and allocability of costs applicable to federal grants and contracts. <br />Maintain source documentation to support accounting records and documents that permit the tracing <br />of funds to a level of expenditure adequate to establish that funds have not been used in violation of <br />the applicable restrictions of the uses of such funds. Verify that costs charged to federal grants are: <br />1.Necessary and reasonable for proper and efficient administration of the grant program, be <br />allowable under the principles contained in the OMB circulars and except as specifically <br />provided in this circular, not be general expenses required to carry out the overall <br />responsibilities of State or local government; <br />2.Authorized and not prohibited under Federal, State or local laws or regulations; <br />3.Conform to any limitations or exclusions set forth in the principles, Federal laws, or other <br />governing limitations as to types or amounts of cost items; <br />4.Consistent with policies, regulations, and procedures that apply uniformly to both federally <br />assisted and other activities of the City of Eugene. <br />5.Not included as a cost or used to meet cost sharing or matching requirements of any other <br />federally financed program. <br /> - <br />PROGRAM INCOME <br />Program incomes shall be recorded and used in accordance with program <br />requirements, A-102, Federal awarding agency laws, program regulations, and the provisions of the <br />contract or grant agreement pertaining to the program. Program Income means gross income received <br />Financial Policies and Procedures Manual 10/2008 <br />I_Grant Management.docx <br /> <br />