Managing Grants (Award Acceptance and Post Award)

  • Whether you are new to grant management or you're a long-time SPPS grant manager, you may find yourself needing assistance navigating allowable expenses, reporting, closeout, carryover, or any of the many elements of the grant management process. The Innovation Office is available to answer your questions and help you implement a successful grant program.
Grants Process - Award Acceptance and Post Award

      Award Acceptance

      • Timeline: Up to 1 month

        1. Inform the Innovation Office that the project has been funded and send our team the award documents.
        2. Review the grant application and award documents to review expectations and requirements.
        3. Send a thank you note to the funder.

      Account Set Up

      • Timeline: 1 month

        1. The Innovation Office will submit the grant for board approval, if not obtained previously, and work with the Finance Office to set up an active budget.
        2. Meet with the Innovation Office to review the steps to start up the project. 
          • Develop and implement a work plan.
          • Set up a finalized budget and receive account codes from Accounting (Innovation Office will provide the codes).

      Award Management

      • Timeline: Duration of grant period

        Note: For teacher and school-level grants, most of these steps are minimal or not required.

        1. An Innovation Office Project Manager will facilitate an award kickoff meeting with the grant owner to share grant documents (BAI, contract, budget codes, original work plan).
        2. Lead the project per the determined work plan. This may include:
          • Supervise work and workers.
          • Document project activities.
          • Create and convene any advisory committees.
          • Submit requisitions to HR to hire staff or submit requisitions to Purchasing & Contract Services to hire consultants and contractors, if needed.
          • Work with Purchasing & Contract Services to purchase supplies and equipment as needed per the list of Allowable Costs.
          • Adhere to the Employee Code of Conduct and funder guidelines.
          • Ensure you are in compliance with regulations.
          • Manage budget and monitor reimbursements and expenses.
          • Oversee data collection, evaluation and reporting.
        3. Collaborate with the Innovation Office, Business Office and REA to accomplish goals.
          • Alert the grant sponsor and Innovation Office of any concerns.
        4. Ensure reports are submitted on time.
          • The common types of reports funders require include budget/financial and performance.
          • All formal evaluation reports must be approved by REA and signed by the superintendent prior to submission. Informal updates may not need to be signed by the superintendent. 
          • All financial reports should be submitted officially by the Finance Office.
          • Start at least 60 days before the report is due to ensure they receive approval and reach the funder on time. 

      Close Out

      • Timeline: Up to 3 months

        1. Work with HR to give notice to any employees, contractors or consultants whose contracts are ending.
        2. Submit any final reports to the funder within the time frame specified in the grant award notification.
          • This may be a final narrative and/or financial report.
        3. Handle any property purchased with grant funding according to grant stipulations.
        4. A presentation of the report may be requested by, or offered to, district administrators.

        There are still tasks to complete after close out:

        1. Retain records for five years.
          • Records must be on-site for ease of access and stored either digitally or at the administrative building. 
        2. Implement changes based on recommendations from the project.
        3. Seek funding for projects that build on new information.