Templates | Policies & Procedures-Grant Management & Monitoring Procedures Example

Grant Management & Monitoring Procedures Example

Pdf Summary

The document outlines comprehensive procedures for managing and monitoring federal and state grants administered by Utah’s Commission on Criminal and Juvenile Justice (CCJJ). Updated October 2020, it establishes standardized processes to ensure accountability and effective use of public funds in compliance with applicable laws, including Utah Code Annotated and federal regulations such as the DOJ Grants Financial Guide and the Uniform Administrative Requirements.<br /><br />Purpose and Scope: Procedures apply to all recipients and subrecipients of CCJJ-administered grants, including contracts and inter-local agreements, emphasizing standardized financial management, reporting, and monitoring.<br /><br />Grant Awards and Budgeting: Grants are awarded through competitive Requests for Proposal or formula distribution, with budget details required for personnel, indirect costs, consultants, travel, equipment/supplies, and confidential informant (CI) funds. Indirect costs can be claimed via a federally negotiated rate or a 10% de minimis rate. CI funds carry high-risk status and necessitate enhanced monitoring.<br /><br />Financial Management: Subgrantees must maintain adequate accounting systems with segregation of duties, reasonable cost allocation, and compliance with budgetary controls. Equipment purchased with grant funds requires inventory tracking. Financial Status Reports (FSRs) are filed monthly or quarterly, supported by detailed ledgers. Cash management follows a clear approval and disbursement process.<br /><br />Monitoring: The CCJJ conducts programmatic and financial monitoring via desk reviews, site visits, and technical assistance, using risk-based assessments to determine monitoring intensity (low, medium, high risk). Common findings include incomplete documentation and non-compliance with policies. High-risk subgrantees face additional conditions.<br /><br />Compliance: Emphasis on civil rights, including Equal Employment Opportunity Plans (EEOP), discrimination policy training, and adherence to federal civil rights requirements. Attachments provide tools for risk assessment, desk reviews, audit procedures, and guidance for grant review committees.<br /><br />Security: The document incorporates the state's Enterprise Mobile Device Policy to protect data on mobile devices accessing state networks.<br /><br />Overall, this procedural manual promotes transparency, accountability, and legal compliance in managing criminal justice grant funds across Utah, facilitating efficient fund use, thorough monitoring, and ensuring subgrantees meet federal and state requirements.

Keywords

Utah Commission on Criminal and Juvenile Justice

CCJJ grants management

federal and state grants

financial management procedures

grant monitoring and compliance

DOJ Grants Financial Guide

Uniform Administrative Requirements

risk-based monitoring

Equal Employment Opportunity Plans

Enterprise Mobile Device Policy