Policies and Procedures
The policies and procedures provided below are in force effective July 1, 2012. Modifications may be made as warranted with notification of substantive changes communicated to all applicable personnel. Suggested changes to the policies and procedures should be made to your supervisor, but may also be communicated directly to the Deputy Chief of Grant Compliance and Fiscal Services (email Joe D’Alessandro). These materials are the copyrighted property of the School District of Philadelphia and therefore are for the internal use of District personnel and should not be distributed to outside personnel or entities without the express written approval of the Deputy Chief of Grant Compliance and Fiscal Services.
Role and Responsibilities Matrix and Accountability System Documents
The School District of Philadelphia is committed to monitoring the programmatic and fiscal aspects of District grants to ensure effective and appropriate implementation. To this end, the District will use a standardized approach to assess personnel performance from which excellence and best practice can be recognized, and additional support and corrective action interventions can be provided. The three key documents that constitute the Accountability system are:
- Effective Grants Management – Core Competencies and SDP Best Practices – Provides and overall guide to grant management in the District. It provides detailed descriptions of eight key areas of grant management practice and provides specific examples of how to perform at a high level in each area. All the examples are drawn from actual District staffers currently managing grants, and the document includes the office names that can be contacted to provide further advice and assistance.
- SDP Roles and Responsibilities Matrix – Provides a summary of grant management roles and responsibilities from grant inception to closeout by policy number, and level of responsibility by person or office. The matrix should be used as a guide to specific policies and procedures where the detailed responsibilities are provided.
- Grant Compliance Required Document Matrix – An overview of the forms and related evidence of documentation to demonstrate compliance with grant policies and procedures.
Effective Grants Management – Core Competencies and Best Practices
SDP Roles & Responsibilities Matrix
Grant Compliance Required Document Matrix
POLICIES AND PROCEDURES
GP0100 Grant Proposal Development and Acceptance
GP0100.2 Grant Development Committee Review
GP0100.3 Writing and Submitting Grant Applications
GP0100.4 Submit BoE Action Item for Award Acceptance
External Intent to Apply (Grant) Form
Internal Intent to Apply (Grant) Form
Grant Opportunity Briefing Sheet
Questions to Consider of Grant Opportunities
GP0200.1 Budget Development in the BOSS – BFM Module
GP0200.2 Fund Carry Forward Analysis
GP0200.3 Award and Budget Setup Management in Advantage Financial
GP0200.4 Budget to Actual Reports
GP0200.6 Budget and Accounting for Research and Evaluation
GP0200.7 Maintenance of a Budgeted Data Set in the SMS System
GP0200.8 Development and Closeout of the PDE Federal Consolidated Application
SDP-Draft-Chart-of-Accounts-Manual-5-24-11
GP0300-Cost-Sharing-and-Matching
GP0300.1-Identifying and Tracking Cost Sharing and Matching
GP0500 Participant and Subgrantee Eligibility
GP0600 Subgrantee Identification and Monitoring
GP0600.1 Identification and Notification of Subgrantee
GP0600.2 Monitoring of Subgrantees
Contractor vs. Subgrantee Comparison Form
Notification of Subgrantee Responsibility Form
Subgrantee Compliance Monitoring Plan
GP0700.1-Maintenance-of-Effort-Testing
GP0800-Allowable-Use-of-Funds-and-Adherence-to-Uniform-Grant-Guidance
GP0800.1-Allocation-of-Personnel-Costs-to-Grants
GP0800.2 Allocation of Non Personnel Costs to Grants.docx
GP0800.3-Restricted-and-Unrestricted-Indirect-Rates
GP0800.4 PAR Fund and Allocation of Costs to Grants
Job-Requisition-Approval-Form—Reader
Federal-Guidance-on-Conferences-and-Associated-Meals-Using-Federal-Funds
Guidelines for Supplemental Pay
Teacher – Student EC Attendance Log
Payroll Modification Request Form
GP0900-Encumbrance-of-Grant-Funds
GP0900.1-Establishing-Amending-and-Cancelling-Encumbrances
GP1000-Use-of-Imprest-Funds-and-Employee-Reimbursements (Deleted)
GP1000.1-Requests-for-Reimbursement (Deleted)
GP1200-Certification-of-Employee-Time-and-Effort
GP1200.1-Determining-Employee-Cost-Objective-Status
GP1200.2 Completing a Time and Effort Certification Form
GP1200.3 Completing a Personnel Activity Report (PAR)
Annual Certification Form – IU 26
Annual Certification Form – IDEA SEL – SPCM
GP1300 Incentives for Program Participants
USDE-Guidance-Letter-on-Title-I-Incentives
GP1400-Documentation-and-Record-Retention
GP1400.1-Retention-of-Grant-Records
GP1400.2-Storing-and-Retrieving-Grant-Records
GP1500-Journal-Voucher-Management
GP1500.1-Journal-Voucher-Request-Approve-Execution
Journal-Voucher-Approval-Form—Reader-Extended
GP1600-Procurements-Using-Grant-Funds
SDP Procurement Requirements Matrix for Grant Funds
Procuring Goods and Services and Managing Grants
Grant Compliance Office Forms
GCFS Procurement Compliance Checklist
Quarterly Contractor Performance Assessment
2 CFR 200, Appendix II Checklist
Joint Office of Procurement Services and Grant Compliance Office Forms
Cooperative Contract Use Approval Form
Office of Procurement Services Forms
GP1700-Contracted-Services-for-Grant-Funded-Programs
GP1700.1-Contracted-Service-Compliance-Review
GP1800-Suspended-Disqualified-or-Debarred-Vendors
GP1900-Drawdowns-and-Reimbursement-Requests
GP1900.1-Lump-Sum-Payment-Receipt
GP1900.7-Creating a Receivable Invoice
GP2000-Interest-Earned-on-Cash-Advances
GP2000.1-Calculating-and-Remitting-Interest
GP2200-Disaggregation-of-Refunds
GP2200.1-Refund—Rebate-Processing
GP2300 Management of Equipment Purchased with Grant Funds
GP2300.1 Tagging of Equipment for Inventory Records
GP2300.2 Tracking Personal Property Equipment
Random-Sample-Inventory-Monitoring-Log
GP2400-Monitoring-Grants-Management-and-Compliance
GP2400.1-Development-of-Program-Compliance-Monitoring-Plans.docx
Program-Compliance-Monitoring-Plan—Title-I–Other-Fed—Schools
Program-Compliance-Monitoring-Plan—Non-Title-I-School—Central-Office
School-Wide-Plan-and-Needs-Assessment—Monitoring-Supplement-with-Evidence-Explanations
School-Wide-Plan-and-Needs-Assessment—Monitoring-Supplement—Template
GP2500.1-Preparation-for-External-Audit-Visits
GP2500.2-Resolution-of-Audit-Findings
GP2500.3-Federal-Single-Audit-Charges
GP2600.1-Interim-Grant-Reporting
GP2600.2-Fiscal-Year-End-Grant-Reporting
GP2600.3-Grant-Closeout-Reporting