Procedure # :600.120

Written By: Ralph Earhart, Director, Financial Services

1.0 Introduction

A. Federal regulations require that the college have a system to monitor when reports are due to a granting agency. Two types of reports are generally due. These are financial reports and principal investigator progress reports.

B. The grant accountant is in the best position to monitor the reporting requirement.

2. Procedure

A. The grant accountant will review each federal award at the time an account is being established. The reporting dates will be noted and written on a card attached to the left side of the grant folder.

B. The grant accountant will review each folder monthly to determine which accounts require progress reports and which require financial reports.

C. The grant accountant will contact principal investigators (generally by e-mail) to inform them that a progress report is due.

D. The federal regulations require the college to follow up to ensure that reports were sent when due. The college will document that the report was sent by the investigator sending the grant accountant one of the following:

1. Actual progress report (if the report is small)
2. A copy of the transmittal letter

E. The grant accountant will indicate the date the financial report was sent and the dates the progress reports were sent by noting those dates next to the due dates on the card in the grant folder.