Grant Implementation Checklist
Grantee or Grant Sub-recipient
Grant Title:
Division Receiving Award/Sub-recipient of Award:
Grantee, if Division Sub-recipient:
Date of Award Notification:
Activity/Task
Required Documents
to Business Services
Board Approvals
Documentation
Copy of signed final agreed upon proposal as fiscal agent or
documentation of proposed commitment of resources as subrecipient on grant
Any grant budget/budget amendments/revisions, when
applicable and as they occur (Grantor and GBM negotiate
amendments/revisions)
Copy of notice of grant award; letter of funding agreement; or
form of payment with award documentation from grantor or
grantee, if sub-recipient
Copy of final contract signed by both parties, when applicable
(requires a contract processing form to acquire Dr. Amezcua’ s
signature)
Prepare Budget or Budget Amendment based on detailed
budget approved by grantor and submit to Business Services
*Supporting documentation for budget/budget amendment
includes notice of grant award; or letter of funding notification
from grantor/grantee; and detailed line-item budget
Consolidated budget/budget amendment for board approval –
refer to financial reports presented to board
Budget Setup
Once budget/budget amendment is approved, Special Revenue
Account (SRA) is available to expend grant funds | If EFHC
award, prepare invoice and submit to EFHC to acquire funds
using SRA account code (do not deposit into 199 local funds)
Contractual
Agreements
Prepare contract with those parties that are providing a fee for
service or are sub-recipients on the grant | requires a contract
processing form and signed by Dr. Amezcua | follow HCDE
procurement guidelines
Monitoring/Tracking
Account
Program
Monitoring/Reporting
Reconcile Account monthly and end of grant project – ensure
relevant expenditures are posted to the grant Special Revenue
Account
Prepare monthly/quarterly grant drawdowns with Business
Services, when needed (when applicable)
Prepare/review/submit reports to grantor within the required
timeframes as specified in grant documents | review grant report
before submission
Prepare and submit financial status reports (when applicable)
Update HCDE Master Grant List on HCDE portal
Position
Responsible
Initials
or NA
CGD; GBM;
DGM
DGM; GBM;
DD
GBM; GBMS
GBM; GBMS;
DD
GBMS; FC;
BOA
GBM; GBMS;
DD
BOA
BOA; DGM;
FC; DGMS
DD; DGM;
GBM
GBMS; FC;
DGM; GBMS
DGM; DGMS;
FC; BOA
DGM; GBM;
DD
DGM; DGMS;
BOA
Business
Office
Legend: BOA=Business Office Accountant; CGD=Center for Grants Development Contact; DD=Division Director; DGM; Division
Grant Manager; DGMS=DGM Secretary; EFHC=Education Foundation of Harris County; GBM=Grant Budget Manager;
GBMS=GBM Secretary; FC=Financial Clerk; SRA=Special Revenue Account
Prepared by: Gayla Rawlinson, Director of Center for Grants Development
11/6/17; Rev 5/8/19; 12/2/19