This policy is designed to establish the techniques and procedures to properly ensure adequate monitoring of program performance and the reporting of project activities sufficient to assure compliance with the program and fiscal requirements of the project and demonstrate project accomplishment. This policy applies to all employees, officers, and contractors doing business with GBPLD.
Requirements
Performance Monitoring
- GBPLD will ensure that all grant activities are conducted in a timely manner, and in accordance with the award agreement.
- GBPLD will assess internal continuing capacity to implement the approved project.
- GBPLD will identify potential problem areas to assist in complying with applicable laws and regulations.
Reporting
- GBPLD will prepare and submit all reports required by funding sources in a timely and accurate manner in accordance with the provided instructions.
- GBPLD will maintain legible copies of documentation that will set forth details sufficient for a proper pre-audit and post-audit review.
- GBPLD will submit written reports on progress and outcomes of the project as described in the approved project. Progress reports may include updates on
- Tasks – Specific activities that are required to be performed to complete the Project Narrative/Scope of Work goals and objectives.
- Deliverables - Products and/or services that directly relate to a task specified in the Scope of Work. Deliverables must be quantifiable, measurable, and verifiable.
- Performance Metrics – Pre-established performance expectations for the delivery of services or production of resources.
Responsibilities
Performance Monitoring
- The Director of Finance and Director of Grants will oversee project activities to ensure total compliance with 2 CFR 200, Uniform Administrative Requirements, applicable Cost Principals and Audit Requirements for Federal Awards, applicable federal program statutes and regulations, and the terms and conditions of award agreements.
- The Director of Finance and Director of Grants will assist in resolving compliance problems through discussion, negotiation, and the provision of technical assistance and training.
- The Director of Finance and Director of Grants will provide adequate follow-up measures to ensure that performance and compliance deficiencies are corrected and not repeated.
Reporting
- The Director of Finance prepares and the Director of Grants reviews the SF-425 report to ensure it is completed on time and complies with the OMB Form Instructions, using cumulative financial data from the sponsor’s payment system and the GBPLD financial system to complete the report. The Chief Executive Officer will review and approve the SF-425.
- Research staff is responsible for ensuring all performance/programmatic reporting complies with established federal requirements as well as any additional requirements set forth by the Grant Award Notice or Special Conditions. The Director of Grants will review and approve programmatic reporting before submission to the sponsor.
Board Approved 5/14/2024