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Policies and Procedures

The Office of Grants and Contracts offers a complete Policies and Procedures Manual. Please use the links below to download related information.

Policies and Procedures Manual

Forms

All individuals who are considering a grant proposal should consider the following recommended timeline. Faculty members are encouraged to contact the OGAC by calling 732-263-5529 or sending an e-mail to ogac@monmouth.edu as soon as they are interested in applying for a grant.

Compliance

Compliance can mean many things but in the context of grant writing it involves adhering to the requirements of a grant which are usually spelled out in the RFP and occasionally in other guidance documents. Compliance ensures transparency, accountability, and adherence to regulations throughout the grant process. Some key compliance factors include the following:

Understanding Grant Requirements: Familiarize yourself with the administrative guidelines and requirements specific to your federal award. Key documents include:

  1. Authorizing Legislation: This takes top priority and outlines funding allocation, eligible uses, and specific guidelines for recipients.
  2. Notice of Funding Opportunity (NOFO): Provides guidance during application solicitation.
  3. Grant Agreement Terms and Conditions: Based on risk factors and other considerations.

Navigating Federal Regulations:

  1. Federal agencies (e.g., NSF, NIH) have specific requirements for grant administration.
  2. Refer to the Office of Management and Budget (OMB) Compliance Supplement for up-to-date information on federal grant compliance.
  3. Stay informed about updates to ensure compliance and maintain eligibility for funding opportunities.

Know where your risks are and avoid common pitfalls and audit issues. The primary risks associated with grants and ineffective grant management include:

  1. Misuse of grant funds
  2. Failing to achieve the grant objectives
  3. Violating laws, regulations, or grant conditions
  4. Misrepresentation of grant results
  5. Reputational damage from grant misuse
  6. Loss of future funding

Have the right internal controls in place to avoid significant deficiencies. In addition to compliance, your auditor will focus on whether you have the right internal controls in place over grant compliance. Make sure the following internal controls are defined and disseminated in your organization’s policies and procedures:

  1. Segregation of duties
  2. Approval and authorization (expenditures, reports, procurements)
  3. Program monitoring (on-going monitoring or expenditures, compliance with grant requirements, performance targets, etc.)
  4. Segregation of physical responsibilities and IT access
  5. Physical restrictions
  6. Documentation of grant timelines and milestones
  7. Timely and accurate reconciliations of expenditures and related revenue, grant budget and other adjustments, as well as related financial reports and grant cut requirements

Internal control deficiencies typically are found in these areas:

  1. Oversight and authorization
  2. Purchasing (including cost coding) and disbursements
  3. Program operations and lack of ownership or knowledge of requirements
  4. Information technology
  5. Lack of management coordination oversight of grant amounts, usage, and administration
  6. Lack of internal reviews or audits of grant files

Regularly review your organization’s grant administration processes and procedures. You can avoid the pitfalls and control deficiencies described above by understanding your grant administration processes. You should have a system in place that tracks all grant information so that you can answer the following questions: 

  1. How many grants do we have?
  2. What are the funding sources?
  3. Who is responsible for managing each grant?
  4. What are the grant requirements?
  5. Does adequate documentation exist?

Part of maintaining a strong grant compliance program is identifying weaknesses and control gaps. Think about past issues and consider whether your current controls are adequate to address these issues. To address and resolve problems that have been issues in the past, determine appropriate remediation steps and timelines. This may seem overwhelming, but you should start by focusing on high-risk areas and compliance issues. As you review your policies and procedures, be sure to coordinate with program managers and involve your auditor as needed. Your funding agency can also be a source of assistance for grant compliance.

Transparency and Accountability:

  1. Transparent practices foster trust and credibility among stakeholders.
  2. Clear communication, accurate reporting, and ethical decision-making are essential. Transparency ensures that resources are directed toward their intended purposes.
  3. Transparency ensures that resources are directed toward their intended purposes.

Best Practices for Compliance

  1. Understand grant requirements thoroughly.
  2. Manage finances effectively and maintain proper documentation.
  3. Submit timely and accurate reports.
  4. Implement strong internal controls.
  5. Monitor progress proactively.
  6. Communicate clearly with grantors.
  7. Train staff on compliance obligations.

Remember that compliance not only helps you manage current grants successfully but also positions you for future funding opportunities.