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:

  1. Effective Grants Management – Core Competencies and SDP Best Practices. This document 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.
  2. Responsibility Matrix which 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.
  3. SDP Roles and Responsibilities Matrix – Accountability Monitoring Tool. Used to record best practice performance and instances of non-compliance for supports and interventions for specific time periods. See GP2400 for additional details.

Effective Grants Management – Core Competencies and Best Practices

SDP Roles & Responsibilities Matrix

Grant Compliance Required Document Matrix

 

POLICIES AND PROCEDURES

GP0100 – Grant Proposal, Development & Acceptance

GP0100.1 – Submitting an Intent to Apply Form

GP0100.2-Writing-and-Submitting-Grant-Applications

External Intent to Apply (Grant) Form

Internal Intent to Apply (Grant) Form

Grant Opportunity Briefing Sheet

Questions to Consider of Grant Opportunities


GP0200-Grant-Budgeting

GP0200.1 Budget Development in the BOSS – BFM Module

GP0200.2 Fund Carry Forward Analysis

GP0200.2A-Carry-Forward-Requirements-Table

GP0200.3 Award and Budget Setup Management in Advantage Financial

BFM—BOSS-Cheat-Sheet

GP0200.4 Budget to Actual Reports

GP0200.5 Budget Amendments

GP0200.6 Expense Budget Overrides

GP0200.7 Budget and Accounting for Research and Evaluation

GP0200.8 Maintenance of a Budgeted Data Set in the SMS System

GP0200.9 Development and Closeout of the PDE Federal Consolidated Application

SDP-Draft-Chart-of-Accounts-Manual-5-24-11

Grant Budget Amendment Form

Research–Evaluation-Booking-Template

Research–Evaluation-CUMULATIVE-Booking-Template


GP0300-Cost-Sharing-and-Matching

GP0300.1-Identifying-andTracking-Cost-Sharing-and-Matching

GP0300.2-Valuation-of-Cost-Sharing-and-Matching

GP0300.30-Monitoring-and-Reporting-of-Cost-Sharing-and-Matching


GP0400-Supplantation


GP0500-Participant-and-Subgrantee-Eligibility

GP0500.1-Meeting-Eligibility-Requirements


GP0600 Subgrantee Identification and Monitoring 7-18

GP0600.1 Identification and Notification of Subgrantee 7-18

GP0600.2 Monitoring of Subgrantees 7-18

Contractor vs. Subgrantee Comparison Form

Notification of Subgrantee Responsibility Form 7-2-18

Subgrantee-Compliance-Monitoring-Plan

Subgrantee-Compliance-Monitoring-Plan-IU-26-1


GP0700-Maintenance-of-Effort

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-Board of Education Action Items-and-LCAs

GP0800.3 Allocation of Non Personnel Costs to Grants.docx

GP0800.4-Restricted-and-Unrestricted-Indirect-Rates

GP0800.5 Allocating PAR Charges to Grants

Grant-Funded-PD—EC-Request-Form—Reader

PD-EC-Attendance-Log

Form-S-324—Reader

Job-Requisition-Approval-Form—Reader

Board Action Approval Form

Grant Quotation Form

IU 26 Grant Quotation Form

Meal Request Form

Federal-Guidance-on-Conferences-and-Associated-Meals-Using-Federal-Funds

Advantage-Purchase-Document-Tips

Guidelines for Supplemental Pay

Supplemental Pay Attendance Log

Supplemental Pay – OT – Attendance Log

Teacher-Student Supp. Pay Attendance Log

Teacher-Student Supp. Pay (EC) Attendance Log – Multiple Events

Payroll Modification Request Form


GP0900-Encumbrance-of-Grant-Funds

GP0900.1-Establishing-Amending-and-Cancelling-Encumbrances


GP1000-Use-of-Imprest-Funds-and-Employee-Reimbursements

GP1000.1-Requests-for-Reimbursement


GP1100-Period-of-Performance


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)

GP1200.4-Supplemental-Pay

Annual Certification Form

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

GPM—Central-Office—Record-Retention–Transfer-Checklist

GPM—School-Principal—Other-Grant-Record-Retention–Transfer-Checklist

GPM—School-Principal—Title-I-Grant-Record-Retention–Transfer-Checklist

Grant-Accounting-Record-Retention–Transfer-Checklist

ORE-Record-Retention–Transfer-Checklist

GBA-Record-Retention–Transfer-Checklist


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

Grant Quotation Form

IU 26 Grant Quotation Form


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

GP1900.2-Scheduled-Payments

GP1900.3-Drawdowns

GP1900.4-Manual-Invoices

GP1900.5-Unidentified-Checks

GP1900.6-Cash-Flow


GP2000-Interest-Earned-on-Cash-Advances

GP2000.1-Calculating-and-Remitting-Interest


GP2100-Program-Income


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

Inventory Tag Receipt Log

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-External-Audits

GP2500.1-Preparation-for-External-Audit-Visits

GP2500.2-Resolution-of-Audit-Findings

GP2500.3-Federal-Single-Audit-Charges


GP2600-Grant-Reporting

GP2600.1-Interim-Grant-Reporting

GP2600.2-Fiscal-Year-End-Grant-Reporting

GP2600.3-Grant-Closeout-Reporting