Starting Your Grant-Funded Project:  Award Checklist

Upon receiving notification that you are awarded funding, you are authorized to conduct the program or project in accordance with grantor regulations.  You must also conduct the program or project in accordance with CCSF policies and procedures.

Listed below are the main steps to take to implement your project:

• Announce award notification in the appropriate places by submitting information required for Board Resolution or For Information Only (FIO) item(s).  Your Dean and Department Chair should be thoroughly informed especially if your grant commits Unrestricted/General funds to support funded activities or includes release time/instructional funds.  In most cases, a fund number can be assigned with award notification, FIO, and post-award budget and staffing form.  This process should be started immediately so that your project may begin in a timely manner.  The assignment of fund numbers can take more time than expected.

• Complete a Post-Award Budget Form and Staffing Form.  This form should match your approved proposed budget and requires project coordinator and Dean's signatures. These forms should be completed in accordance with College District Expenditure Account Codes and forwarded to the District Office with copy of grant documents, guidelines, and work-plan.  For assistance or questions in completing forms email Marguerite Versher.

• Check with Business Services for assignment of fund number. The fund number serves to identify your project and expenditure activities.
• Complete CCSF personnel hiring forms.  As soon as the fund number is assigned to your grant, file personnel forms with the appropriate offices, Human Resources and/or Office of Instruction. If you are hiring a contractor/consultant, you are required to submit a board agenda (Matrix item) prior to the start of the contract with all grant funding information, duration, and total amount of the contract.

Handle personnel issues:

If applicable, go through CCSF hiring procedures  by requesting info from

Human Resources

If applicable, complete any Professional or Limited Services Contracts if hiring non-CCSF employee for project support (consultant, speaker, other vendor etc.).  If you are employing a CCSF classified employee, a FORM 3 must be completed with the fund number and additional hours, up to 40 hours per week.  If the classified employee is already full-time, then that employee should use the overtime time-sheet which should also include the fund number.

If applicable, follow procedures for hiring students (with or without FA work-study)

by contacting Student Employment.

Agreements and Sub-awards:

If your grant has a sub-award to other institutions/organizations, a Sub-Recipient Agreement and Board Resolution or FIO is required. (All agreements and most contracts over $2,000 require FIO's).  A fillable PDF of the Sub-Recipient Agreement hopefully will be available soon. Four original signatures on the Agreement will still be required, however, you may be able to email the agreement and have award partners print, sign, and return via regular or express mail.  Please contact Marguerite Versher for assistance with all Sub-recipient Agreements. All contracts should clearly outline the scope of work and deliverables plus the budget specific to the sub-recipient and project activities.

Accounting and Budget Management

• BANNER access is available upon request to the Help Desk to track grant expenditures. For faculty staff technical support contact the Technology Learning Center (TLC) or the Help Desk.
• It is strongly recommended that you track all expenditures, in-kind, and matching funds with simple Excel spread sheets.  You may also request expenditure reports from the Grants Accounting Office, however they do not track matching or in-kind documentation.