PAP.11.2.070 Awards

(a) Upon receipt of notice of award, the Program Director shall email the originals to the Chairman's Administrative Assistant or designee, who will obtain the Tribal Chairperson's signature, on the agreement. Once complete, the Program Director shall email a copy of the agreement to the funding agency with a copy to the Chairman's Administrative Assistant or designee, Program Director, Compliance Department and to the Financial Analyst and Accounting Specialists, so a fund number is issued, and drawdown accounts can be created.

(b) If the Tribe receives a new award without Director assigned or Department Director;

(1) The Executive Director shall send the Financial Analyst and Compliance Department a copy of the signed award agreement and associated documents, approved budget in Excel format with tribal general ledger expense codes and a copy of submitted grant application.

(2) The Compliance Department shall review the excel budget to verify match of submitted proposal, award document, and approve for funding code to be created.

(3) The Financial Analyst shall create a fund code for new awards or add the new Fiscal Year to the existing fund code for continuing awards.

(4) Upon budget posting in the accounting system, the Executive Director shall submit the job posting intake form for awards without identified staff upon award to Executive Director and Human Resources.

(c) Upon Program Director implementation of the new award, the Grants Department shall provide Grant Management Orientation. This orientation shall include the Compliance Department in order to discuss award terms and conditions, programmatic and financial reporting, explain goals and objectives, assign role in grant management portal, and other pertinent information.

(d) The Accounting Specialist shall:

(1) set up the initial grant and drawdown summary reports when the Tribe is awarded a new grant; and

(2) Submit summary report to program director and appropriate management to maintain in the master grant file.

(e) Once the Financial Analyst receives notification and supporting documentation of the new award, they shall:

(1) Sets up the appropriate fund; and

(2) Enter the approved budget into the accounting system,

(f) Program Directors shall maintain master grant files.