Grant Management and Reporting Procedures
1. Grant Pre-Approval
All grant opportunities must be reviewed and preapproved by the Superintendent and/or
Board of Directors prior to submission or implementation.
If a grant deadline does not allow time for Board review, the Superintendent may authorize submission; the Board will be notified at the next regular meeting.
The Board retains authority to decline acceptance of the award if the funding is determined not to align with district goals, creates unsustainable commitments, or imposes requirements inconsistent with law or policy.
2. Application Submission
All grant applications must be submitted through the District’s designated Grant
Application Form.
This process ensures that proposals are routed for appropriate administrative, Business
Office, and Board-level review.
Applications must include an assurance of alignment with district strategic goals.
3. Grant Award Acceptance
Upon notification of award, the Business Office will verify the terms and conditions,
including matching requirements, reporting obligations, and cost allowability.
The Business Office will establish a separate fund code in the accounting system to ensure proper tracking, segregation of costs, and compliance with audit standards.
No grant expenditures may occur until funding is accepted, budget is established, and
required Board approval is documented.
4. Purchase Order and Expenditure Requirements
All grant-funded purchases must be submitted on a separate requisition from regular
district purchasing. The requisition will then be routed to the designated Grant Manager for review and approval to ensure that the purchases are:
- Necessary, reasonable, and allocable to the grant.
- Within the scope, budget, and period of performance.
- Compliant with federal procurement standards (2 CFR 200.317–200.327 and ORS
- 279).
Supporting documentation (quotes, sole-source justifications, approvals) must be attached to the purchase order and retained per federal recordkeeping standards (2 CFR 200.334).
5. Roles and Responsibilities
Grant Manager
- Monitors grant activities for compliance with scope, performance, and budget.
- Reviews and approves all grant-funded purchases.
- Provides training to staff on allowability, procurement, and documentation.
- Maintains records of programmatic performance.
- Coordinates with the Business Office to ensure accurate reporting.
Business Office
- Establishes fund codes and monitors expenditures.
- Ensures adherence to cash management, drawdowns, and reporting deadlines.
- Provides final oversight and authority to accept the funding.
Superintendent/Board
- Ensures alignment of grant activities with district strategic plan and long-term goals.
- Provides final oversight and authority to accept, reject, or terminate grant
participation.
6. Financial Management and Reporting
The District will maintain effective internal controls to ensure compliance with federal
statutes, regulations, and terms/conditions of the award (2 CFR 200.303).
The Business Office will submit timely and accurate financial reports to the granting agency as required.
Drawdowns will be limited to the minimum amounts needed and timed in accordance with actual, immediate cash requirements (2 CFR 200.305).
Program performance reports will be prepared by the Grant Manager.
7. Record Retention
All financial and programmatic records, supporting documents, and communications will be
retained for a minimum of three years after the submission of the final expenditure report
(2 CFR 200.334), unless a longer period is required due to litigation, audit, or agency
requirements.
8. Monitoring and Audit
The District will conduct periodic internal reviews of grant activities to confirm compliance with federal and state regulations.
The Business Office will support external audits and Single Audit Act requirements, if
applicable.
Findings will be addressed promptly with corrective action plans.