Purchasing Approval Process:
All grants must adhere to the provisions of the KC Purchasing Procedures.
Hiring Approval Process:
The hiring of full- and part-time personnel and any provision of release time or stipends to any Kilgore College employee must comply with the college’s hiring procedures.
Travel and Professional Development Activities:
Prior approval must be received by the Grant Manager’s supervisor for any travel, convening or professional development activities associated with the grant, whether the grant itself provides funding for the activities or not. This includes adjunct personnel and student assistants.
Project and Financial Reporting:
A good evaluation plan helps the grantee organization determine what worked, what didn’t, and how programs and services could be improved. The results of the evaluation are then used to adjust activities, make improvements, and reallocate resources if necessary. Federal grants, in particular, require more detailed evaluation plans than other grants. The grant narrative should refer to three types of data collection that will be the subject of regular reports submitted by the Program Manager: Formative, Summative and Management Benchmarks. Formative is an ongoing evaluation as activities are implemented. Summative is an evaluation conducted at the end of a reporting period, usually at the end of each grant year and/or the end of the grant. Management Benchmarks reflect how you intend to use the accomplishments of the project to predict future outcomes.
The Program Manager is the primary person responsible for executing the project, managing expenditures within the budget, and achieving the results proposed. This includes assistance with writing the proposal, developing the budget, satisfying cost sharing requirements, submitting reports, purchasing goods and services in compliance with college and grant procedures, and remaining in compliance with federal, state, and the funding source’s policies. As stated earlier in this manual, in most cases, the Kilgore College Business Office will submit financial reporting to the funding agency, but the accountability for funds expended through the grant rests with the Project Manager and Assistant Manager. Future KC grant funding requests may be helped or harmed by a program and/or individual’s grant management history.
The grant close-out is the process by which the funding agency determines that all applicable administrative actions and all required work associated with the award have been completed. If an awardee does not seek a supplemental grant or a no-cost extension on the completion date, the grant is “closed out”. At a minimum, the grant close-out consists of: final reports; ownership: disposition or recovery of federally owned assets, as distinct from property acquired under the grant; settlement of accounts: adjustment of the award amount and the amount of federal cash paid to the award recipient. Final reports include financial, performance, and other reports required under the grant. Typically, these reports are due within 90 days of the end of the project period.
Using Compliance Assist to Update Grant Information (coming soon)