Management will formalize a written grant reporting procedure and maintain a central tracking document for required federal financial reports and Single Audit submissions. The tracker will identify each award, reporting period, applicable due date, preparer, backup, management reviewer, submission s...
Management will formalize a written grant reporting procedure and maintain a central tracking document for required federal financial reports and Single Audit submissions. The tracker will identify each award, reporting period, applicable due date, preparer, backup, management reviewer, submission status, and required follow-up. Staff will verify deadlines against the applicable award terms, agency instructions, and federal audit submission requirements and set internal preparation and review dates before each deadline. The procedure will describe how staff and designated individuals prepare reports, reconcile reported amounts to the accounting records, obtain documented management review, and submit reports through the required system. We will retain support schedules, approvals, submission confirmations, and evidence that required submissions were accepted. Rejected reports, agency questions, and required corrections will be logged, assigned to a responsible employee, and tracked through resolution. The designated individual responsible for reporting will review the tracker at least weekly, and management will review it monthly and before approaching deadlines. Overdue reports, missing information, and staffing gaps will be escalated promptly. Management will assess the backlog for fiscal year 2024 and subsequent years, assign completion dates and adequate staff support, and coordinate outstanding audit deliverables and submissions with the independent auditor. Any extension request will be documented, and deadlines will be changed only when an authorized extension is granted.