Life of a Grant


  • Program managers tell the Grants Department of the need for grant funds.
  • Grant writers and program managers prospect for grant funds.
  • When an appropriate grant opportunity is identified, the program manager completes an Intent to Apply Form, which must be signed by a ranking official (e.g., Vice President or Bureau Chief) and given to the Grants Department.
  • A grant writer and grant coordinator meet with the program manager to create a strategy and timeline for completing the grant application before the due date.
  • Wait to hear if application is funded.
  • If grant is awarded, a contract is negotiated and executed. The grant budget is revised if fewer funds are awarded than originally sought.
  • A cost center account is set up to separately track grant funds. The grant budget is entered into the cost center in order to track separate budget line items.
  • If applicable, the grant coordinators work with the program manager to prepare, negotiate and execute grant subcontracts.
  • Grant is implemented with the grants department monitoring spending under the grant (e.g., the grants manager approves all requisitions, and grant coordinators and program managers review and approve all invoices from subcontractors.
  • Program managers prepare and submit grant program reports and work with the grants department to complete financial reports, including final financial reports.

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