3091 School Committee Grant Procedures

Policies

Middletown Public Schools                                                               No. 3091

Middletown School Committee Grant Procedures

GRANT PROCEDURES

** **The following procedures must be followed for all Federal, State and privately  funded grants.

A. All grant proposals must be submitted to the Superintendent or designee for  approval prior to submission.

B. Upon receipt of the grant proposal, the Superintendent or designee will forward  one copy to the Finance Office.

C. When the award is received, the Superintendent or designee and Finance  Director must be notified by whoever receives the notification. The person  notified will also forward the award letter to the Finance Office.

D. If the funding agency is the State, the Finance Office will request funds. If funds  are distributed in a check, said check must be sent directly to the Finance Office.  Only the Finance Office is authorized to cash checks.

E. Once the award letter is received, a department and account code is established  and purchasing can begin. Purchasing procedures for grants are the same as  those for the district. All purchases for good and services require a purchase  order. Purchase requests are to be submitted to the Finance Office for  processing.

F. All grant purchase requests must be received in the Finance Office by March 1st and all orders must be received in full by April 15th. If there are backordered  items, they must be cancelled. Grant funds must be fully expended by May 31st.

G. The Finance Office is responsible for filing any financial reports required by the  grantor.

H. Any changes to the original grant proposal follows the same procedures listed  above.

1st Reading – September 24, 2009

2nd Reading and Approval – October 15, 2009

Review - September 18, 2025

3 Year Review Due - September 2028