Grant Management

The Procedure to Set Up Grant Budgets, Monitor them & Record Storage Guidelines

Last updated on 5/19/2021 by Julie Hodson, Director of Grants

Part I. Budget Set-Up 

Send all grant checks and notices of grant awards to the Grants Department. Grants Department staff will fill out a budget set-up request and a work flow request and submit them to the Finance Department. 

Personnel budgets will be set up as follows:

For substitutes regardless of source of grant funding, budget:

  1.450%   for 6141, Medicare
  0.479%   for 6143, Workers Comp.
  1.929%   Total

For grants with fund code 2XX, budget for full-time employees:

  1.450%   for 6141, Medicare
  8.900%   for 6142, Insurance (actual percentage varies with each individual, you can adjust your budget later to reflect                       actual charges)
  0.479%   for 6143, Workers Comp.
       11%   for 6146, TRS
21.829%  Total

For grants with fund code 2XX,  budget for extra duty pay:

  1.450%   for 6141, Medicare, and 
  0.479%   for 6143, Workers Comp           
    10.3%   for 6146, TRS 
 12.229%  Total

For grants with fund codes 3XX and 4XX, budget for full-time employees:

  1.450%   for 6141, Medicare
  8.900%   for 6142, Insurance (actual percentage varies with each individual, you can adjust your budget later to reflect                       actual charges)
  0.479%   for 6143, Workers Comp.          
  2.250%   for 6146, TRS insurance  
13.079%   Total

For grants with fund codes 3XX and 4XX, budget for extra duty pay:

  1.450%   for 6141, Medicare, and 
  0.479%   for 6143 Workers Comp.
  2.250%   for 6146, TRS insurance  
  4.179%   Total

Please Note: For some employees the district will have to pay additional TRS for salaries over the statutory minimum. You may discover this during a budget reconciliation and have to adjust your budget accordingly.

For ANY employees new to the Teacher Retirement System (TRS), the first 90 days-6 paychecks -TRS is charged an additional 6.8%.  You must cover this with your grant budget.

Part II. Monitoring

Employees must follow all SBISD Finance Department administrative regulations, protocols and deadlines when spending grant money. The awarding of a grant does not exempt you from following all legal and local district board policies or department regulations. All grantees are to adhere to Federal, State and local laws and regulations. 

Annually review the budget & determine which contracts may need Board approval.  Take any contracts not covered in other ways, through the Purchasing Agenda Process. Contact Purchasing Department staff for guidance.

The Grants Department will keep a Google Sheet to track your budget set up, all planned and actual expenditures and all amendments. Grants Department staff will share the sheet with other employees in the workflow. Grants Department staff will reconcile your spreadsheet with printouts from Munis every month and work with you to resolve any discrepancies or issues quickly.

When a new grant is set-up, please let the Director of Accounting know whether reporting requirements are satisfied through our federal clearinghouse (i.e, Will they obtain our information through the clearinghouse?), or if she needs to add them to her list to send out financial information (Copy of single audit and CAFR) at year-end.  This will help avoid delinquent letters regarding reporting to SBISD.  

Part III. Record Storage

Store grant budget documents in the office for 2 years after the end of the grant budget period before destroying them.

Send funded grant applications, financial, performance and compliance reports to the Grants Department for storage. Those documents will be stored in the Grants Department for 5 years after the end of the project, unless otherwise stated in the grant assurances, before they are destroyed.