July 1, 2004 This directive establishes the policy and procedures for grant management in the Atlanta Police Department.

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Atlanta Police Department

Policy Manual

 

 

 

 

 

 

 

 

 

Standard Operating

Procedure

 

Effective Date

March 1, 2012

 

APD.SOP.6070

Grants Management

Applicable To:  All division, section and unit commanders

Approval Authority:  Chief George N. Turner

Signature:  Signed by GNT

Date Signed:  2/24/12

 

Table of Content
 

1.          PURPOSE. PAGEREF _Toc318802662 \h 1

2.          POLICY. PAGEREF _Toc318802663 \h 1

3.          RESPONSIBILITIES. PAGEREF _Toc318802664 \h 1

4.          ACTION.. PAGEREF _Toc318802665 \h 2

4.1        Grant Applications. PAGEREF _Toc318802666 \h 2

4.2        Grant Award. PAGEREF _Toc318802667 \h 2

4.3        Grant Implementation. PAGEREF _Toc318802668 \h 3

 

4.4        Grant Adjustments. PAGEREF _Toc318802669 \h 3

4.5        Sub-Recipients. PAGEREF _Toc318802670 \h 4

4.6        Grant Completion. PAGEREF _Toc318802671 \h 4

4.7        Grant Renewals and Time Extensions. PAGEREF _Toc318802672 \h 4

4.7        Internal Status Reporting. PAGEREF _Toc318802673 \h 4

5.          DEFINITIONS. PAGEREF _Toc318802674 \h 4

6.          CANCELLATIONS. PAGEREF _Toc318802675 \h 5

7.          REFERENCES. PAGEREF _Toc318802676 \h 5

 

1.               PURPOSE

 

This directive establishes the policy and procedures for grant management in the Atlanta Police Department.

 

2.               POLICY

 

It is the policy of the Atlanta Police Department (APD) to enter into grant agreements that support its strategic plan, in accordance with grant requirements and City of Atlanta (COA) fiscal policies and procedures.

 

3.               RESPONSIBILITIES

 

3.1              The Chief of Police is responsible for submission of applications for grant funds on behalf of the department, with the approval of the Mayor and City Council. The chief, or his or her designee, will appoint a project coordinator for each grant, and appoint a new project coordinator as needed due to changes in assignments and other personnel actions.

 

3.2              The Support Services Division (SSD) commander is responsible for advising the grants management analyst on the Departmental strategic plans and priorities to guide their search for grants.

 

3.3              The Personnel Services Unit commander is responsible for the payroll actions of grant funded employees and grant funded overtime in accordance with the grant requirements. The Personnel Services Unit commander coordinates grant funded payroll actions with the project coordinators and the grants management analyst, and provides the grants management analyst with records needed for grant reporting and audits.

 

3.4              All bureau, division, section and unit commanders are responsible for providing the project coordinator and the grants management analyst information necessary for application and administration of grants in a timely fashion, to include, but not be limited to, prior notice of planned actions that will create costs chargeable to a grant. 

 

3.5              The Senior Budget Manager is responsible for managing compliance with the financial requirements of all grants, to include, but not be limited to, compiling, reconciling, and maintaining written and electronic records for audit purposes.

 

3.6              The Grants Management Analyst, under the direction of the senior budget manager, is responsible for compliance with the financial requirements of all grants, to include, but not be limited to, compiling, reconciling, and maintaining written and electronic records for potential audits. The grants management analyst submits the progress reports created by project coordinators to the grantor in accordance with the grant reporting requirements. The grants management analyst searches for grants as directed by the SSD commander that support the department’s current strategic plans. 

 

3.7              Each Project coordinator is responsible for compliance with grant performance requirements of their assigned projects, and for providing the grants management analyst timely, complete, and accurate progress reports as directed by the grants management analyst, in accordance with the grant reporting requirements.

 

4.               ACTION

 

4.1              Grant Applications

 

4.1.1           Any employee in the police department may recommend through, the chain of command, to the chief of police that a grant application be submitted to secure grant funds for a specific project.  The recommendation should include: 1) the name of the grant, 2) the granting agency, 3) a short description of the problem that could be solved with the grant funding, 4) a basic narrative of how they intend to solve the problem with the funding, 5) a performance metric to measure if the proposed plan is successful in solving of the problem, and 6) a budget that reasonably estimates the costs of the proposed project. 

 

4.1.2           If the recommendation meets the chief's approval, the SSD commander will assign responsibility for the preparation of the application.

 

4.1.3           The employee making the recommendation will be advised in writing of the chief's decision.

 

4.1.4           Each grant application will be reviewed by the grants management analyst and SSD commander prior to its submission to ensure that it supports the department’s strategic plans, and complies with the grant requirements and relevant statutes and procedures.

 

4.1.5           The grants management analyst is responsible for completing the application, and for acquiring the approvals and signatures necessary on the application. 

 

4.2              Grant Award

 

4.2.1           The employee receiving notice of a grant award shall notify the chief of police as soon as possible. The chief of police will in turn notify the grants management analyst as soon as possible, and assign a project coordinator to implement the grant.

 

4.2.2           The grants management analyst will provide a transmittal memo to the project coordinator outlining responsibilities of the coordinator and offering technical assistance as needed.

 

4.2.3           The chief of police or his or her designee will appoint a new project coordinator as soon as it is known that the current project coordinator has or will be vacating the assignment and notify the grants management analyst so that a transmittal memo may be sent to the new project coordinator. When possible, the previous project coordinator will remain temporarily assigned until the new project coordinator is sufficiently trained.

 

4.3              Grant Implementation

 

4.3.1           The project coordinator will manage their project in accordance with the grant’s program narrative and budget, and in accordance with the instructions listed in the transmittal memo sent by the grant management analyst.  The project coordinator shall submit a valid purchase requisition for all grant funded purchases in a timely manner, and monitor’s their progress. The project coordinator shall submit timely, complete, and accurate progress reports to the grants management analyst as described in the transmittal memo from the grants management analyst.

 

4.3.2           The Grants management analyst shall:

 

1.    Maintain and track all awards, expenditures, balances and closures for audit purposes;

 

2.    Reconcile all expenditures to the oracle financial system monthly;

 

3.    Prepare and maintain grant/project files which will include hard copies of documents relating to expenditures, reimbursements, etc. documenting the approval of all request and/or expenditures for auditing purposes; 

 

4.    Ensure that accounting rules and regulations are adhered to as it relates to the grants;

 

5.    Process all financial transactions/documents as prescibed via the grant ward letter and directives;

 

6.    Ensure strict control of expenditures and balances regularly to maintain accuracy;

 

7.    Ensure that the requisition for goods/services contain the following:

 

a.      Project number

 

b.      Proper signatures for approval

 

c.      Funding is available

 

d.      Correct commodity code and PTAEO

 

8.    Maintain a log of revenues and deposits into the city’s bank account. Reconcile the information with the Department of Finance on a monthly and annual basis to ensure accurancy.

 

4.3.3           All grant related records will be maintained in accordance with the State of Georgia and the City of Atlanta’s records retention schedule.

 

4.4              Grant Adjustments

 

Any desired or necessary changes to a grant agreement; whether to the goals, methods, budget, or any other aspect that differs from the approved narrative and budget must be reported to the project coordinator and grants management analyst as soon as possible.  The grants management analyst will, in accordance with grantor policies and procedures, request for modification from the grantor. No order shall be issued, and no action shall be taken, by anyone, that creates changes to the grant, or diverges from the program narrative or grant budget, without the approval of the project coordinator and grant management analyst.  

 

4.5              Sub-Recipients

 

4.5.1           The grants management analyst will schedule an orientation meeting with all sub-recipients to implement the rules and regulations of the grant as stipulated by the award letter.

 

4.5.2           The grants management analyst shall carry out the following actions:

 

1.    Create a file for each sub-recipient to segregate all transactions related to each unique project;

 

2.    Maintain a file of all MOUs and agreements entered into with the sub-recipients;

 

3.    Maintain a log of all transactions process/prepared by the sub-recipients;

 

4.    Closeout each account with the sub-recipients as stipulated by the grant award letter;

 

5.    Resolve any disputes, discrepancies, etc. between the City of Atlanta and the sub-recipients prior to closing the grant for auditing purposes; and

 

6.    Conduct random audits with all grant sub-recipients to ensure compliance with grant program requirements.

 

4.6              Grant Completion

 

The project coordinator will notify the grants management analyst once all grant activities have concluded.  The project coordinator is responsible for preparing a final report, with the assistance and guidance of the grants management analyst.

 

4.7              Grant Renewals and Time Extensions

 

The project coordinator will provide relevant data and information to the grants management analyst so that a renewal application or time extension may be written.

 

4.7              Internal Status Reporting

 

4.7.1           The grants management analyst, under the supervision of the senior budget manager, will submit a quarterly financial status report, relative to each grant award, through the chain of command to the SSD commander.

 

4.7.2           The grants management analyst will prepare additional status reports as directed by the chief of police and SSD commander.

 

5.               DEFINITIONS

 

5.1              Department of Finance:  The official keeper of the City of Atlanta’s financial component

 

5.2              Oracle PnG Module:  a component of Oracle financial systems Projects and Grants Module.

 

5.3              PTAEO:  Project Task Activity Expense Organization--describes how the expense is set-up in the Oracle system.

 

5.4              Sub-Recipient:  a co-recipient of a grant awarded by the Federal or State government and shared by the Atlanta Police Department and another specified recipient in accordance with grant requirements.

 

5.5              Memorandum of Understanding/Agreement:  This is a written agreement between the City of Atlanta or a department within City of Atlanta government and one or more external parties that particularly describe how specified and agreed upon actions are expected to occur. 
 

5.6              Records:  All documents, papers, letters, maps, books (except books in formally organized libraries), microfilm, magnetic tapes, or other material regardless of physical form or characteristics made or received by the Atlanta Police Department.

 

5.7              Grants management analyst:  The departmental grants specialist responsible for administering grant awards received by the Atlanta Police Department.

 

5.8              Retention Schedule:  A set of disposition instructions prescribing how long, where, and in what form a record series will be kept. Form ARM-2.

 

5.9              City of Atlanta Records Management Division:  The purpose is to store, processing, servicing and security of public records that must be retained for various periods of time but do not need to be retained at departmental work sites.

 

5.10            Project coordinator:  Sworn staff responsible for the operational implementation of the grant award as stipulated within the grant agreement.

 

6.               CANCELLATIONS

 

                  APD.CM.11.03, Effective Date March 9, 2011, APD.CM.11.04, Effective Date March 30, 2011, and APD.SOP.6070 “Grants Management,” that was issued September 1, 2008

 

7.               REFERENCES

 

                  Georgia Records Act, Ga., O. C. G. A, 50-18-90 et.seq; records management program for local governments, O. C. G. A. 50-18-99

 

                  City of Atlanta Records Management Manual

 

                  Atlanta City Code Section 2-910