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CSP Contracts & Grants Insider
Vol. 1, Issue 3 Summer 2007
In this issue:
• Coordinator’s Page
• Grants Committee Process
• Oracle Award Updates
• Bringing Items to Council
• Advance Funding Redux
• Contracts & Grants Management Webpage
• Kudos, Questions and Comments
Coordinator’s
Number and Total Amount of Grants & External
Page Funding Aw arded - FY07 3RD QTR
* * *
IN THIS ISSUE $30,000,000 100
This issue covers a couple $25,000,000 80
Number of Awards
of the basics in city
$20,000,000
administration policy for 60
Dollars
which there seems to be $15,000,000
44 41 40
confusion: Bringing items to $10,000,000
the Grants Committee and 20
$5,000,000 7,867,735 14,781,682
bringing items to City
Council. $0 0
2006 2007
The Grants Committee is
the approval body for Comparison of same period last year
submitting grant proposals.
All proposals must go before QUARTERLY UPDATE
the Grants Committee For the 3rd quarter ending June 30, the city was awarded 15 new or
before submittal to a continuation/supplemental awards totaling $4,292,389 in external funding,
bringing our FY07 total to 41 awards valued at $14,781,682, an increase
granting agency. of nearly 88 percent over the same period last year.
Bringing items to Council is
an important and necessary policy. As well, this issue management of contracts
event for executing grant introduces you to the new and grants.
agreements and appropriat- CSP Contracts and Grants
ing awarded funds. The Management webpage. M. Wayne Finley
procedures outlined in the This site is meant to CSP Contracts & Grants
following pages are directly become your one-stop shop Coordinator
wayne.finley@stpete.org
from city administrative for the administration and 893.7087
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CSP Contracts & Grants Insider
Vol. 1, Issue 3 Summer 2007
The Grants Committee
I have received a number of inquiries as to the
circumstances dictating when a grant proposal
needs to be brought before the Grants Committee.
The Grants Committee is responsible for reviewing and
approving all grant proposals. All proposals and other
requests to outside agencies for funding must be routed
through the Committee for approval prior to submittal to
a granting agency.
This includes:
• Initial proposal submittals
• Competitive renewals or continuations
• Supplemental or additional funding requests
Additionally, department personnel should contact the Contracts and Grants Coordi-
nator in the Budget and Management Department when considering applying for a
grant to discuss the scope of the grant, the potential impact on operations, financial
considerations, and the grant submittal guidelines utilized by the grantor agency.
A completed Grant Application Review form (now available on the city’s contracts
and grants management webpage) must also be submitted to the Contracts and
Grants Coordinator.
Still Updating Award Records in Oracle
Itis the responsibility of departmental grant administration staff to maintain the integrity of
grant records data in Oracle. There still are numerous awards wherein the record data is not
current and therefore incorrect. This has been most prevalent with personnel or name
changes, where the Award Manager and other associated award personnel are no longer
valid.
As personnel changes occur, please include award record updating in Oracle as an essential
task to ensure records reflect current award data and contacts.
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CSP Contracts & Grants Insider
Vol. 1, Issue 3 Summer 2007
Bringing Items to Council
FROM CITY ADMINISTRATIVE POLICY #010302
Preparation, compilation, and delivery of City preceding the Council meeting (note:
all drafts submitted must be clearly
Council meeting agendas are the responsibility
noted DRAFT so they are not inadver-
of the City Clerk. The department-at-interest for
tently reproduced and distributed as part of the
any particular agenda item is responsible for
agenda packets)
preparing related backup material and getting
the approval of the appropriate Administrator/
**If backup materials are not received by the
Chief and any other necessary approvals prior
time indicated above, the item will not be placed
to submission of an item for placement on an
on an agenda. All agenda categories will be
agenda. Agenda material must be prepared in
included on every meeting agenda.**
accordance with established
timeframes and formats, which
are described more fully in an All ordinances and reso-
Agenda Preparation manual lutions prepared and/or
available through the Office of reviewed by the Legal
the City Clerk (currently being Department must be ap-
updated). proved and signed by
both the Legal Depart-
• The cutoff time for agenda ment and the Department-
reservations is 12 p.m. at-interest prior to being
Monday, 17 days preced- submitted to the City
ing the Council meeting, Clerk’s office for place-
at which time the descriptive ment on an agenda.
language for the agenda
item is due in the City **The department-at-
Clerk’s office. interest is responsible for
getting all necessary approvals prior to the sub-
• Items not submitted in accordance with this mission of items for placement onto an
schedule will be held over for the next agenda.**
agenda.
All items which require either an appropriation
Backup material is due in the City Clerk’s office or the expenditure of non-budgeted funds must
as indicated below: be reviewed by the Budget Department prior to
being submitted to the City Clerk’s office for
CONSENT AGENDA, REPORTS, placement on an agenda.
ORDINANCES - FIRST READING, & LEGAL
(excluding settlements) - due by 3 p.m. on Mon-
day 17 days preceding the Council meeting;
must be in final form (ready for distribution to
Council, with all necessary signatures and ap-
provals)
ALL OTHER BACKUP - draft version due by 3 Items that require either an appropriation or
p.m. on Monday 17 days preceding the Council the expenditure of non-budgeted funds FROM
meeting; final form version (ready for distribution GRANTS should include a copy of the GRANT
to Council, with all necessary signatures and DOCUMENT when distributed to the Budget
approvals) due by 5 p.m. on Thursday 14 days Department for review and approval.
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CSP Contracts & Grants Insider
Vol. 1, Issue 3 Summer 2007
Advance Grant Funding...Again
The majority of our grants are reimbursement grants whereby the granting agency
reimburses the city for money the city has already spent doing the grant work. How-
ever, in some cases the city receives funding in advance before any of the city’s money has
been spent.
Finance was developed the following procedures that must be followed to ensure the funds
are deposited appropriately when funding is received in advance:**
(1) The money received in advance should be deposited to a
liability account (along with the appropriate Fund Number).
The following accounts are used for this purpose:
2208050 - Federal Grantor Agencies
2208070 - State Grantor Agencies
2208090 - Other Grantor Agencies
2223050 - Deferred Revenue (Grant Contributions
PROCEDURES and Donations)
(2) Notify the Grants Compliance Officer (Lorrie Reed x7110) when funds are deposited
to these accounts. Include:
• date of the deposit,
• amount of the deposit,
• account number that the funds were posted to in the general ledger, and
• award number for the grant.
(3) After an invoice has been processed and the revenue has been recognized via
Oracle Grants Accounting:
• e-mail Ann Eddington in Billings and Collections to apply the A/R Invoice against
the Liability Account (thereby reducing the amount in the Liability Account). Pro-
vide Ann with:
• the Oracle Invoice Number,
• the Amount of the invoice,
• the Grant Award Number and
• the Liability Account Number where the advance was posted to in the GL.
• Send a copy of the e-mail to Grants Compliance Officer (Lorrie Reed).
For additional support or assistance in handling Advance Grant payments, contact
Lorrie in Finance at x7110 or lorrie.reed@stpete.org.
**See Oracle procedures at the end of this newsletter**
4
CSP Contracts & Grants Insider
Vol. 1, Issue 3 Summer 2007
Reminders from FINANCE
• Notify the Grants Compliance Officer in Finance
(Lorrie) of any grant funds that are received in advance. Please
provide the date of the deposit, the amount of the deposit, and
the account number that the funds were posted to in the general
ledger.
• Notify the Grants Compliance Officer in Finance (Lorrie) when
invoices are created and revenue is recognized via the Oracle
Grants Accounting process.
• Please forward a copy of the following documents to Finance:
• A copy of the invoice created in oracle grants accounting.
• A copy of the cover letter and any reports that are sent to the granting agency
***These should be sent to the Contracts and Grants Coordinator as well***
• A copy of the oracle expenditure report showing the expenditures to be reimbursed
by the granting agency.
Note: You do not need to send copies of supporting documentation for the expenditures
(example: copies of checks, vendor statements or invoices, etc.).
NEW Contracts & Grants Management Website
http://www.stpete.org/contractsgrants.htm
The city has a new one-stop shop for contract and grant
related information! On the new site you will find all necessary
forms, a library of newsletters, city policy grant-related policies,
grants performance measures, and useful links intended to
help make your job easier as it relates to contract and grant
management. Check it out, and let me know what other
information you would like to see.
5
CSP Contracts & Grants Insider
Vol. 1, Issue 3 Summer 2007
News & Kudos from Your Colleagues
Our own Joe Spurgeon is leaving the city after almost 8 years to
consult with Solbourne, Inc. implementing Oracle for other organiza-
tions. Joe will be hugely missed as our Projects/Grants Accounting
superuser. Best wishes Joe! News re: Joe’s replacement will follow
shortly...
A big thank you goes out to Gail Eggeman in Schools and Policy for
the many years she has assisted us all with grant related issues,
particularly for assistance in getting our proposals submitted on time and her expertise in grant
writing. Presently, department staff now fulfill the grants writing function; however, your
Contracts and Grants Coordinator is always available to assist you in crafting your grant
proposals, form budgets to editing to fulfilling proposal guidelines. Please contact me as you
need assistance.
Questions/Comments
This newsletter is your forum to address your issues, pose questions
and present your comments re: contract & grant management.
Please email to me your:
• Ideas for topics
• Questions regarding contract and grant management in the city
• Kudos to your colleagues for their contract or grant related help
6
Oracle Grants: Process to Recognize Revenue and Create Invoice
Generating Revenue
1. AWARDS >> Award# >> Open COMPLIANCES tab >> Click on EVENTS button
2. On the Event tab >> Scroll down to new blank line
Enter Date (Current Date) >> Enter Installment # >> Enter Project # >> Task#
Click on Amount tab >> Enter Revenue Amount and Bill Amount (usually the same amount)
>>Save
3. Run Request: GMS: GENERATE DRAFT REVENUE FROM A SINGLE AWARD (Requires
Award #, the date will default to the current date).
4. Billing >> Revenue Review >> Scroll down to applicable row >> Click on Release 1 button (Will
show “Released”) >> Save
5. Run Request: GMS INTERFACE REVENUE TO GENERAL LEDGER (Requires Award#).
6. Billing >> Revenue Review >> Revenue Status should now show “ACCEPTED”.
7. G/L users ONLY: Import Journals. (If you do not have authority to do this, ask someone in your
dept or wait until the next day when the automatic update runs.)
8. Run Request: PRC: TIEBACK REVENUE FROM GENERAL LEDGER
9. Wait overnight and then go to the Oracle General Ledger module and verify that the revenue was
posted correctly to the GL for your fund and revenue type. Run: General Ledger (Char 180)
report.
Invoices/Creating Receivables
1. Run Request: GMS: GENERATE DRAFT INVOICES FOR A SINGLE AWARD
(Requires Award #, Delete only unapproved Invoices should be marked “Yes”)
2. Billing >> Invoice Review >> Scroll down to the applicable row >> Click on ”Approve1” button >>
SAVE >> Click on “Release” button (No parms required) >> Click OK (Will show “Released”) >>
SAVE (Will show invoice number).
3. Run Request: GMS INTERFACE INVOICES TO RECEIVABLES (Requires Award# from and
to).
4. Change hats and go to “A/R Invoices and Customer Entry” >>
Run Request: AUTOINVOICE MASTER PROGRAM >> Click on Invoice Source -- Select
Projects Invoices >> Default Date is Current Date. (Note: Import Job will also run).
5. Change hats and go to “Grants Accounting” >> Billing >> Invoice Review >>Invoice Status
should show “Transferred to Receivables”
6. Run Request: PRC: TIEBACK INVOICES FROM RECEIVABLES (No Parms required)
7. Billing >> Invoice Review >> Invoice Status should show “ACCEPTED IN Receivables”
8. Wait overnight and then go to the Oracle General Ledger module and verify that the receivable
posted correctly to the G/L (account 1133100). Run: General Ledger (Char 180) report.
Rev: LR 7/20/07
Grant & External Funding
Application Review Form Instructions ** Grant Committee Meeting Date: ENTER DATE BRINGING TO COMMITTEE
(mm/dd/yy format)
1. Form is READ-ONLY; you must SAVE-AS to preserve your inputted data.
2. When entering data, simply TAB from field to field – DO NOT HIT ENTER (it will mess up your form).
3. Please enter all information completely.
4. For questions or assistance, CONTACT Wayne Finley, Budget & Mgmt dept. 893-7087
Contact Responsible for Application: THE PERSON PREPARING THE APPLICATION AND FIELDING QUESTIONS FROM THE GRANTS COMMITTEE
Title:
Department:
Phone number:
Owning Organization: THE CSP ORGANIZATIONAL UNIT "PAYING" THE BILL
Project Manager: PERSON RESPONSIBLE FOR MANAGING THE Award Manager: PERSON RESPONSIBLE FOR MANAGING THE AWARD
PROJECT
Title: Title:
Department: Department:
Phone number: Phone number:
Expenditure source? Capital fund Operating fund WHERE IS THE FUNDING COMING FROM?
Grant/Award Title: SHOULD BE DESCRIPTIVE OF THE PROJECT
Description of project: BRIEF EXPLANATION OF PROJECT OBJECTIVES IN LAYMAN'S TERMS
Grant/Awarding Agency: Proposal Due Date:
Federal pass-through? THIS IS WHEN AWARD COMES FROM A NON-FEDERAL SOURCE, BUT FUNDS ARE DERIVED FROM A FEDERAL AGENCY
Amount of funding request:
Yr 1 IDENTIFY EACH YEAR'S FUNDING Yr 2 Yr 3
Proposed award period of performance: (mm/dd/yy) mm/dd/yy TO mm/dd/yy
Cost share requirements? YES NO If yes, give amount or percentage: FOUND IN APPLICATION GUIDELINES IF APPLICABLE
Identify source(s) of cost share: i.e. fund, donations, in-kind services
Source: Source:
Special program requirements or funding exceptions? FOUND IN APPLICATION GUIDELINES IF APPLICABLE
Are there future costs related to maintenance, on-going contractual costs, or replacement costs? If yes,
describe annual maintenance requirements and provide cost estimate:
THIS INFORMATION MUST BE COMPLETED FOR THE COMMITTEE
Are there adopted plans or budgets related to this project? If yes, identify:
Is funding included for staff positions? If yes, identify:
Has the city received this grant before? If yes, identify: Don’t know:
Other city depts./programs requesting this funding? If yes, identify: Don’t know:
Grant & External Funding
Application Review Form ** Grant Committee Meeting Date: August 13, 2007
Contact Responsible for Application:
Title:
Department:
Phone number:
Owning Organization:
Project Manager: Award Manager:
Title: Title:
Department: Department:
Phone number: Phone number:
Expenditure source? Capital fund Operating fund
Grant/Award Title:
Description of project:
Grant/Awarding Agency: Proposal Due Date:
Federal pass-through? YES NO If yes, identify federal agency:
Amount of funding request:
Yr 1 Yr 2 Yr 3
Proposed award period of performance: (mm/dd/yy) TO
Cost share requirements? YES NO If yes, give amount or percentage:
Identify source(s) of cost share: i.e. fund, donations, in-kind services
Source: Source:
Special program requirements or funding exceptions?
YES NO
Are there future costs related to maintenance, on-going contractual costs, or replacement costs? If yes,
describe annual maintenance requirements and provide cost estimate:
Are there adopted plans or budgets related to this project? If yes, identify:
Is funding included for staff positions? If yes, identify:
Has the city received this grant before? If yes, identify: Don’t know:
Other city depts./programs requesting this funding? If yes, identify: Don’t know:
Are administrative fees or indirect costs allowed?
Notify Contracts and Grants Coordinator, Budget & Management Dept. (wayne.finley@stpete.org, x7087)
RETURN COMPLETED FORM TO: Wayne Finley, Budget & Mgmt Dept. 893-7087 (wayne.finley@stpete.org)
**Grant Committee meetings are scheduled the 2nd Monday of each month, 11:00am, Room 200 City Hall FORM Revised 6/28/07 MWF
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