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Applicable To: Section and unit commanders |
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Approval Authority: Chief George N. Turner |
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Signature: Signed by GNT |
Date Signed: 5/2/11 |
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| Table of Contents | |||
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1. PURPOSE
To establish procedures for effective grant administration within the Fiscal Management Unit.
It is the policy of the Atlanta Police Department to manage grant in accordance with the requirements of the federal, state government and city of Atlanta finance policies.
3.1 The Atlanta Police Department (APD) Corporate Services Commander will implement this policy.
3.2 The Business Manager will oversee the management of all grants awarded to the Atlanta Police Department.
3.3 The Senior Budget Manager will ensure that all grants are administered in accordance with the award letter and COA policy.
3.4 The Grants Management Analyst or a designee will administer and monitor all grants awarded to the Atlanta Police Department and prepare a quarterly financial status to the division commander.
The Corporate Services Commander will submit a quarterly financial status report to the Support Services Division Commander.
4.1.2 The Senior Budget Manager will monitor the activities of the Management Analyst at least monthly to ensure that the APD remains compliant with grant awards.
4.1.3 The Grants Management Analyst will ensure grant compliance by doing the following:
1. Ensure compliance with Federal, State and City guidelines, rules and regulations regarding expenditures, reimbursements and revenues related to the grants;
2. Maintain open communication with Department of Finance on grant related draw downs and reimbursements to ensure accuracy and compliance;
3. Complete all Federal, State, etc. Financial Reports as stipulated by the grant ward and/or Federal/State rules and regulations.
4. Ensure that all transactions are posted in the Oracle PnG module as stipulated by the City of Atlanta Finance Department.
5. Adhere to closeout periods (monthly/annually) as stipulated by the Department of Finance. Collect data related to goals and objectives for all grants.
6. Audit/analyze data related to goals and objectives to ensure compliance as it relates to grant performance (measureable).
4.1.4 All grant related records will be maintained in accordance with the State of Georgia and the City of Atlanta’s records retention schedule.
4.2 Administrative Duties
4.2.1 The Senior Budget Manager or a designee will adhere to the following administrative procedures:
1. Maintain and track all projects wards, 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.Process all financial transactions/documents as prescibed via the grant ward letter and directives.
5. Ensure strict control of expenditures and balances regularly to maintain accuracy.
6. Ensure that the requisition for goods/services contain the following:
a. Project number
b. Proper signatures for apporval
c. Funding is available
d. Correct commodity code and PTAEO
7. Maintain a log of revenues and deposit into the City’s bank account and reconcile the information with the Department of Finance on a monthly and annual basis to ensure accurancy.
4.3.1 The Grants Manager Analyst will schedule an orientation meeting with all Sub-recipients to implements the rules and regulations of the grant as stipulated by the award letter.
4.3.2 The Management Analyst will have do the following:
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 ward letter.
5. Resolve any disputes, discrepancies, etc. between the City of Atlanta and the Sub-recipients prior to closing the grant for auditing purposes.
6. Conduct random audits with all grant Sub-recipients to ensure compliance with grant program requirements.
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.
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 city of 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 a two 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 APD.
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: Located at Public Safety Annex, 3493 Donald Lee Hollowell Parkway NW, Atlanta GA 30311, for the storage, 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.
N/A
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 |
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