GRANTS APPLICATION AND ADMINISTRATION
DESCRIPTION: GRANTS APPLICATION AND ADMINISTRATION
To establish guidelines for the application, acceptance and administration of grants including, but not limited to federal, state and local grants.
Individual Departments are encouraged to investigate sources of funding relevant to their respective departmental activities.
- The individual Department applying for a grant shall generally be considered
the Program Administrator of the grant. The Financial Services Grants Section
of the Financial Services Department may assist in the financial administration
and reporting of the grant but the Program Administrator is ultimately responsible
for meeting all terms and conditions of the grant, ensuring that only allowable
costs are charged to the grant program and is responsible for adhering to City
budgeting and fiscal procedures. Individual Departments and Program Administrators
are not authorized to execute grant contracts. Grant contracts should be reviewed
by the Legal Department and executed by the City Manager and or City Council.
- When council approval is required to submit a grant application, the City
Manager, or his/her designee, shall be authorized to sign all grant documents
financial authority or
similar designations on all grant applications, acceptances and other documents
in accordance with grant requirements on behalf of the City of El Paso when
application does not require the governing body to sign, when the grant does
not require matching funds, unless those funds were included in the budget
at the time the budget
was adopted, or when the grants do not require an in-kind contribution from the
- The City Manager shall sign and submit grants and grants-related items when the
grant submission deadline is of such short duration that there is no adequate time to
place the item on the agenda (Fast Tracking) provided that the City Manager finds that
there has been no undue delay by staff preparing the grant document, the grant fits within
already established or recognized City functions or activities, the funding for any
matching funds can be readily located within departmental budgets and used for the
grant purposes without detrimentally affecting Department operations and that the
City Manager informs each member of the Council of the action taken and takes
any action required under the City's Budget Resolution as soon as practicable.
- The Grants Services Division (GSD) shall exist to serve as a support entity in assisting Departments in securing funds needed for their programs and services. Services provided to Departments by the GSD shall include, but not be limited to: investigating and referring sources of funding, technical assistance and grant writing support, program start-up and monitoring, maintaining a web page with grant application related data.
- Decision to Apply for Grant Funds - Upon decision
to apply for grant funds, the Department Head or Project Manager completes,
and electronically circulates, the Grant Application Information Form
located on the City Website under Financial Services, to inform the
following persons of the Department's intention to apply:
Note: The GIAF is for informational and tracking purposes only.
Departments are not required to obtain written authorization to proceed
with writing a grant application.
- Office of Management and Budget (OMB) -Review by OMB
applies only when matching funds are required in the application
OMB will certify availability of matching funds in the requesting
Department's budget or within other available resources. (It is
important to secure this information prior to developing the grant
- Deputy City Manager (DCM) - If matching funds
are not required, the Department submits the Grants Application
Information Form (GIAF) directly to corresponding
- Grants Services Division (GSD) - Department submits
GIAF to the GSD for tracking and record keeping purposes.
- Request for Technical Assistance from GSD - The Department
may consult GSD with subject matter or request Technical Assistance
and grant-writing support at any time throughout the grant writing process.
- Preparing a City Council Resolution When Required -
When Council Resolution authorizing the submission of a grant application
is required by the funding source, the Department Head or assigned Project
Manager is responsible for seeking the assistance of the Legal Department
and obtaining the signature of the Assistant City Attorney assigned
to assist the requesting Department, scheduling the item on the normal
agenda, attending the agenda review and resolving outstanding issues
in accordance with existing City policies and procedures. The Resolution
should include language authorizing the submission of the grant, availability
of matching funds, and authorization to accept and implement the grant
if awarded. Inclusion of this language eliminates the need to return
to Council with an acceptance request.
- Submitting Resolution to City Clerk's Office - The
Department Head or Project manager is responsible for the following:
Note: The most common documentation for grants is the resolution.
When the resolution goes to the City Clerk's Office, it has the signature
of the assigned Assistant City Attorney assigned to assist the requesting
Department (For example, Police legal advisor for Police grant). The
resolution is then sent to the Mayor to sign and then the City Clerk
signs attesting to his signature.
- Placing the item on the City Council Agenda through the City Clerk's Office.
- Completing the Agenda Item Department Head's Summary Form.
- Submitting all documentation electronically and in hard copy, with all required signatures secured.
- Legal Review - Upon grant application completion,
and prior to submission to funding source, the Department is responsible
for submitting the grant application to the Legal Department for review.
Signature from the Legal Departments is required in the GIAF. The Legal
Department will require approximately 5 working days for review.
- City Manager Signature - After legal review is completed,
the Department is responsible for submitting a file with the grant application
signature pages (assurances, etc.) for the City Manager's signature.
A copy of the GIAF with Legal Department signature should be attached
to signature pages file. The City Manager will sign and return application
to the Department within the same working date.
- Mailing Application to Funding Sources - The Department
is responsible for mailing application directly to funding source via
Federal Express, U.S. Mail, or in person. Regular City mail system is
not to be used for submitting a grant application.
- Electronic Submission of Applications - Electronic
submission of all City Departments are subject to all grants polices
and procedures, including obtaining specific authorization from the
City Manager prior to electronic submission.
- Accepting Grant Awards and Post Awards Procedures - Immediately
after receiving notice of award, the Department shall inform DCM and
send a copy of the award notice to GSD for posting on the GSD's web
page and for tracking purposes. If there is no written notice, the Department
shall notify the DCM and GSD of the award, via email.
- If the application was fast-tracked, the Department is responsible for initiating Council approval process immediately after notification of award.
- Executing the Grant Contract - Only the City Manager
and his/her designee are authorized to sign contracts, agreements or
other instruments related to grants. Contracts not drafted by the City
Attorney's Office must be reviewed and approved by the City Attorney's
Office before going to the City Manager or his/her designee for signatures.
When the contract document arrives from the grantor agency, the Department
Head or Project Manager is responsible for forwarding the award agreement/contract
to the Legal Department for review and to the City Manager's Office
or his/her designee for signature.
- Setting Up Grant-Specific Expenditure Accounts -
The Department is responsible for providing all grant related information
for setting-up a grant specific account to the Financial Services Department
by completing the Request for Grant Set Up Form located in the Public
- The Request for Grant Set Up Form is submitted with a copy of the Letter of Award, the grant package and the City Council Resolution (when applicable). This information will assist ensure smooth performance of the grant programmatically as well as fiscally.
- Once account information is set up, it will be forwarded to the Department via email to initiate budget process.