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Funded proposals arrive with a variety of special conditions and administrative requirements. The Office of Stewardship and Grants, the Business Office and the Project Director(s) play an important role in ensuring that the requirements are met. To complete the proposal development loop, the Office of Stewardship and Grants, the Business Office and the Project director(s) will perform the following tasks:
The Office of Stewardship and Grants:
- Facilitate on-site or off-site visit prior to or during funding period as necessary
- Facilitate budget negotiation with the Project Director(s), the Business Office, and the funding sources as necessary
- Send 'ThankYou' letter acknowledging receipt of the grant award
- Inform the Project Director(s) and the Business Office of the grant award; provide copies of proposal.
- Notify the Director of Public Information of the award
- Set up permanent grant file for awarded proposal
- Record grant award on the Advancement Office data base system
- Convey project reporting deadlines to the Project Director(s)
- Convey fiscal and reporting guidelines to the Business Office
- Remind Project Director(s) to submit project reports to the Office of Stewardship and Grants
- Remind the Business Office to submit financial grant reports to the Office of Stewardship and Grants
- Transmit required reports to the funding source
- Submit budget amendments to the funding source
- Assist in continuation of funding applications
Business Office:
- Set up restricted budget account according to approved grant budget
- Assign a fund number for the restricted account
- Communicate the assigned fund number to the Office of Stewardship and Grants for record and grant identification
- Invoice the funding source accordingly
- Maintain all records and financial documents for audit
- Produce periodic financial grant reports as required by funding source
- Communicate with the Office of Stewardship and Grants regarding budget amendments
Project Director(s):
- Manage grant projects according to grant guidelines and stipulations
- Oversee grant activities according to approved scope of work and activities
- Oversee grant funds according to approved budget
- Communicate closely with the Business Office regarding expenditures
- Maintain record of project activities, expenditures, objectives, and accomplishments
- Communicate with the Office of Stewardship and Grants for budget amendment or change of project objectives/activities
- Prepare and submit required reports for Office of Stewardship and Grants