A116 - Grant Checklist
Administrative Letter #116 Grant Checklist - Approved 9-21-2016; Updated 01-23-2017
DATE: September 21, 2016
FROM: District Administration
REGARDING: Grant Checklist
___ Prior to submission of a grant, the grant must be approved and signed by any office that will have a new responsibility, obligation, or commitment because of the grant. This includes transportation, maintenance (building support), and food services.
___All grants must receive approval from the Business Department as the obligated fiscal agent.
___HR Department approval is required for any grant that anticipates the employment or payment of stipends to employees.
___Grants cannot include the hiring of personnel with the expectation that the personnel will continue employment after the grant ends. All grant employees are hired on temporary contracts.
___Employees need to complete grant work off-contract time.
- 30 minutes before and after school, lunch periods, prep periods, and PLC early out days are all considered part of an educator’s contract
___Employees are bound by district policy when it comes to extra pay through grants.
- Hourly or by district-approved stipend
___ Employees will not receive payment prior to completing the work. Grant payment will be processed after the work is completed, when appropriate time card has been submitted. (See below)
___ In order to receive payment, employees being paid through a grant need to submit:
___ Hours worked
___ Beginning and ending time
___ A short description of the product created/work completed
___ Sample evidence of the work
5:00 pm-7:30 pm
___ If the employee is acting as the fiscal agent representative for the District, they cannot sign their own timecard.
___ Products created, or products received, through the grant written when acting as a district employee are the property of Washington County School District.
___ Ensure that the activities of the grant comply with state and district policies, and the granting institution agrees to abide by those policies.
___ Be aware, when accepting a grant awarded by the US Department of Education or some other federal agency, the School District can become bound by specific federal regulations.
___ Do not assume that because a grant opportunity comes to you via the Utah State Board of Education that it has been vetted and is necessarily appropriate for our District.