Budget and Control Board Office of Internal Operations Finance/Budget Administrative Policies and Procedures Revision Date: January 4, 2005

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1 I. Purpose The authority for and the requirements of the Grants and Contract Review process (GCR), are delineated in the SC Code of Laws Title 2 Chapter 65 titled SOUTH CAROLINA FEDERAL AND OTHER FUNDS OVERSIGHT ACT (act). The Grant/Contract and Review procedures are overseen by the Federal Program Coordinator in the Office of Internal Operations. The following information outlines what is required by the ACT: Funding authorization through the GCR process is required when funds, that you will be receiving or have received, are not part of the currently approved state budget. Consequently, funds should not be expended prior to approval of the GCR-1 Form-Federal/Other Financial Assistance Greater than $200,000 and GS-7 Form-Federal/Other Financial Assistance $200,000 and Less. GS-7 Form Funding documents of $200,000 and under require preparation of a GS-7 form and must be authorized within fourteen (14) days AFTER you receive award for the funds. GCR-1 Form Funding documents of $200,001 and up require preparation of a GCR-1 form and must be authorized BEFORE you receive or spend the funds. Forms and instructions for both the GCR-1 and the GS-7 are available on the Office of State Budget s website under Forms and Instructions. 3

2 Grant and Contracts Documents to be prepared, attached and submitted with the completed GCR-1/GS-7 form: 1) Copy of the signed funding application document 2) Copy of the signed funding award document A) For the GS-7, attach when submitting the form to the Federal Program Coordinator. This must be done within 14 days after you receive the award and prior to disbursement of funds. B) For the GCR-1, submit to the Federal Program Coordinator immediately after receipt from the funding agency and prior to receipt and disbursement of funds. 3) Copy of a detailed (GAFRS type) budget Application/award documents must provide: 1) Title of the grant, contract, or any other funding documents 2) Catalog of Federal Domestic Assistance (CFDA) Program Information Copy and Number (if federal). To obtain this information go to website: catalog.htm 3) Executive Order process status (if federal). To obtain this information go to website: 4) Beginning and ending dates 5) Amount by fund type (federal, state, other) 6) Number of personnel funded, by personnel type permanent, temporary, time limited or temporary grant positions 7) Advanced or reimbursable funding status 8) Scope of service. Allow approximately 10 working days for completion of the entire GCR process. Expenditure of funds cannot be made until the GCR process is completed. 4

3 II.Procedures All of the forms referenced above can be obtained and prepared online from the Budget and Control Board Office of State Budget s website. Detailed instructions for these forms are also included on this website. To obtain this information, go to website: To locate the website: 1) Click on MySCGov.com - State Agencies and Boards - Office of State Budget - Forms and Instructions - Grant Services-Grants and Contract Review Forms 1. Obtain GCR-1 Form from the Office of State Budget website. 2. Complete and send the original and one copy of the completed GCR-1/GS-7 Form with the required attachments to the Federal Program Coordinator. 3. The Federal Program Coordinator will forward the original GCR-1/GS7 Form to the Office of State Budget for approval. 4. The Federal Program Coordinator will prepare a D-38 Form (for federal funds only) and submit it to the Office of State Budget with the GCR-1/GS If additional authorization is required for the increase in funding, the Federal Program Coordinator will prepare a BD-100 Form-Adjustment to Expenditure Authorization and Estimated Revenue, attach appropriate documentation and submit it to the Office of State Budget with the GCR-1/GS-7. 5

4 6. Upon approval of the GCR-1/GS-7 and the D-38, the Office of State Budget will issue a GS-5 Form and return a signed, approved D-38 Form to the Federal Program Coordinator with the assigned project and phase number. 7. Approval of the BD-100 is granted by the Comptroller General s Office (CG). To determine when the BD-100 is approved you must access the CG s database. Allow approximately 3 days for the approved BD-100 to appear. If the approval doesn t appear in five working days, contact the CG s Office for assistance. 8. After receipt of the GS-5 and D-38, if a new budget unit code (BUC) is required, the Federal Program Coordinator will prepare the request memo form and submit it to OIO-Finance. 9. OIO-Finance will establish the required BUC, Fund and Grant Number in GAFRS to be used when processing expenditures and receipts applicable for the awarded funds. OIO-Finance will notify the appropriate offices and staff of the new codes and that expenditures will be allowed on these new codes. 10. For existing BUCs, the Federal Program Coordinator prepares an update form and submits it to OIO-Finance. Updates usually are for increase in funding and/or the extension of the funding time period. 11. Upon issuance of the BUC update, OIO-Finance will update the required BUC, Fund and Grant Number in GAFRS to be used when processing expenditures and receipts applicable for the awarded funds. OIO-Finance will notify the appropriate offices and staff of the updated codes. 6

5 12. Upon receipt of the award document for a GCR-1, the recipient agency must submit a copy to the Federal Program Coordinator. Upon receipt, the Federal Program Coordinator will review the award documents. If the award amount or documents dates are changed, the Federal Program Coordinator will make the required updates using the appropriate forms noted previously. 7