• Grants Management
• Acknowledgements
• Getting Started
  • Grant Acquisition Flow Chart for Grants Less than $5,000
  • Grant Acquisition Flow Chart for Grants More than $5,000
  • Grant Writer's Checklist
  • Typical Proposal Components
  • Tips for Developing Proposals that Get Funded
  • Matching Funds for Grants
  • Grants Terminology
• Managing a Grant
  • Negotiating with Government Funding Agencies
  • The Negotiator's Responsibilities as a "Grants Administrator"
  • Key People
  • Getting Ready to Manage the Grant
  • Preparing/Revising an Operational Budget
  • Managing the Money
  • Purchasing Supplies, Equiptment, Travel, and People
  • Hiring, Reassigning and Supervising People
  • Time and Records Management
  • Staying Out of Hot Water
• Grant Completion
  • Reports
  • Closing Out
  • Preparing for an Audit
• Forms
  • CCC Grant Proposal Form
  • Administrative Recommendation of Grant Application Form
  • Time and Effort Document
  • Public Benefit Form
  • Consultant Agreement Form
  • Disclosure of Interest
• Contacts
• Links

Time and Records Management

Time Management

A good filing system and a large wall calendar exclusively for the grant can be important assets. Files should contain at least:

1. A copy of the proposal and the approved budget
2. Operational budgets
3. Correspondence
4. Time documentation records
5. Personnel paperwork for individuals including contracts and time sheet copies
6. Consultant contracts, invoices and reports
7. Report forms and report copies
8. Files related to grant activities such as client records, publicity, evaluation, minutes of advisory committee meetings, etc.
9. Related rules and regulations
10. Copies of all requisitions

While a pocket calendar or desk calendar can be more convenient, the wall calendar has proven invaluable in keeping complicated, time-restricted projects and activities on track.

Records Retention

The average length of time required for maintaining all records in order for auditing purposes is three to five years from the closing date of a grant, or until a final agency audit is completed. Regardless, all records should be retained until the audit is complete and all related activity has been resolved. Never discard paper source documents without checking with the Grants Manager first.

General Guidelines

Readily accessible and organized files are essential in grants management. Not only do they provide support for efficient management, but inspire confidence in the occasional agency Program Officer who drops by for a "site visit.”

• Lone Tree
• 4th Street
• Fredonia
• Grand Canyon
• Page / Lake Powell
• Williams