Grant management is the comprehensive process of overseeing all activities related to a grant. The process includes managing the major steps of a grant lifecycle: application, award, performance, & close out. The grant coordinator, program coordinator and grant accountant work closely together throughout the grant cycle to ensure a successful, compliant outcome. During the performance period, the grant coordinator, program coordinator and grant accountant must establish a robust administrative system to support the effective implementation of the project. The system includes financial management, cost and expenditure monitoring and allocation, progress reporting, procurement and adherence to grantor guidelines. Additionally, compliance with relevant organization policy, as well as federal, state and local laws, regulations and accounting standards is necessary to maintain transparency and accountability. It is essential for all parties to maintain open communication in order to fulfill reporting obligations. Maintaining positive relationships helps ensure a successful project trajectory and is beneficial for securing future funding opportunities.

The grant program coordinator is responsible for monitoring the work of the grant and assessing progress against predetermined targets. Program coordinators help evaluate whether the project is achieving its objectives, utilizing funds efficiently and make necessary adjustments if challenges arise. Responsibilities include: Management of grant program Ensure grant budget is followed Approve all expenditures related to the grant Grant approval is purchaser -> supervisor -> PC for grant -> grant coordinator -> controller Prepare timely reporting for the grant Ensure all requirements of the grant are met on time Coordinate any necessary budget amendments Ensure Time & Effort reports are completed accurately and signed Ensure grant outcomes are met on time

The grant accountant must adhere to the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (commonly known as the Uniform Guidance), codified at 2 CFR 200. The Uniform Guidance is a government-wide framework for grants management directed by the U.S. Office of Management and Budget (OMB). Grant accounting must also comply with federal, state and local laws and regulations in addition to the Uniform Guidance. Regular monitoring by the grant accountant ensures funds are utilized efficiently and any adjustments are accounted for. Responsibilities include: Update grant tracking spreadsheet monthly Review financial portion of grant applications prior to submission Ensure grant expenditures are approved by program coordinator Collect time and effort reports for time and effort reports to include in financial reporting Support all grant reporting with financial data Review all grant reports financial data prior to report submission Quarterly Perkins financial grant reporting Grant compliance

In most grants, Great Falls College is allowed to recuperate a percentage of grant spending as the indirect cost of grant functions. These costs may include: • Covering a portion of the grant accountant’s payroll expenses; • Paying for training and conferences for the grant accountant; • Continuation expenses related to grant-purchased equipment; • Ancillary expenses in facilities, IT, operations, or student services. Expenditure of these funds must be approved by the executive director of operations or their designee.