Office of the Comptroller

Grants Administration Division

The Grants Administration Division (GAD) serves as a clearinghouse of all the City’s grant activity that generates reporting and tracking of grant submittals, awarded grants and grant reporting requirements. The GAD is responsible for general oversight of the City’s grant application, award acceptance and reporting process. The role and responsibility of GAD is of oversight of grant-related financial activity, management and compliance and generating the annual Single Audit report. Additional responsibilities of the GAD include strategic grant planning, capacity building/training, promotion of grant opportunities, technical assistance, and maintenance of OTC’s Grants webpage, identification and investigation of issues that may arise with respect to the management of City grants, and mediation towards collaborative grant submittals between internal/external agencies, other organizations and individuals.

The City of El Paso subscribes to eCivis Grants Locator, a searchable grants database. eCivis has data tailored to meet the needs of City Departments and Community Based Organizations (CBO), not-for-profit organizations who can access free of charge. Immediate Supervisors of City departments must send an email requesting access for their assigned staff to GAD. CBOs may request access by filling out the eCivis Agreement Form and submitting the user agreement along with other required documents to GAD (see instructions in user agreement). 

For more details about the City’s grants management process please review the  Grants Management Policy.

Services & Resources

Services:

• Review of grant applications created by City Departments to ensure required documents are available for grant submission
• Review budgets for accuracy
• Coordinate grant development team of subject matter experts to assist in the development of a grant
• Reviewing monthly expenditures and grant match, if applicable
• Keeping track of unearned revenue balance when funds are provided up front
• Preparing the monthly journal entry to record the receivable and revenue
• Tracking the receivable to ensure the funds are received timely
• Reviewing and posting journal entries that reclassify grant expenditures
• Preparing the annual Single Audit report based on transactions in PeopleSoft Financials
• Providing supporting documentation to the auditors for grants audit
• Setting up grant codes in PeopleSoft Financial when the grant is awarded and closing the grant when the grant is completed

Resources:

• College of Arts and Sciences - Developing a Grant Proposal: An article detailing how to write a grant.
• Federal Uniform Guidance: A deep dive into the requirements for federal grant acceptance.
• How to Develop a Grant Proposal Writing Process: An article that gives helpful tips on writing grant proposals.
• The Foundation Center - Proposal Writing Short Course: a breakdown of what a proposal is and the core elements that you need to get noticed.
• Texas Grant Management Standards (TxGMS): a set of standards that apply to any grants within the state of Texas.