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Grant Financial Management includes:
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Descriptions of financial/fiscal management responsibilities – Who does what
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Chart of accounts showing Corporation for National and Community Service (CNCS) grant(s), cost centers
for fund accounting, and codes
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Internal controls and delegations of authorities to various officials to commit, prepare, review, approve,
sign, issue, and record various commitment or obligation documents (e.g., purchase orders, contracts,
agreements, supplies, equipment, property, travel, sub-grants, professional services, checks)
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Identification of who receives, review, approves, and retains vouchers, invoices, and other source
documents and how expenses are coded and allocated to CNCS grant(s)
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Examples of several vouchers/invoices showing their coding, allocation to CNCS grant(s), recording in
financial system, and inclusion to periodic reports
EXPENDITURE ACCOUNT DESCRIPTIONS
Object Code (OC) Definitions and Examples:
OC 1000
PERSONAL SERVICES - All compensation for the direct labor of persons in the employment of
the local government. Salaries and wages paid to employees for full- and part-time work,
including overtime, shift differential, and similar compensation. Also includes payments for
time not worked, including sick leave, vacation, holidays, and other paid absences (jury duty,
military pay, etc.), which are earned during the reporting period.
OC 2000
EMPLOYEE BENEFITS - Job related benefits provided employees are part of their total
compensation. Fringe benefits include the employer's portion of FICA, pensions, insurance
(life, health, disability income, etc.), and employee allowances.
OC 3000
PURCHASED/CONTRACTUAL SERVICES - Services acquired from outside sources (i.e. private
vendors, public authorities, or other governmental entities). Purchase of the service is on a
fee basis or fixed time contract basis. Payment for rentals and utilities are not included in this
account description. Allowable payments would be to individual or firms that are
independent contractors and not employees of the grantee or sub-grantee organization. The
word honorarium is sometimes used to characterize such payments; it can be problematic
when included in a grant because it can be seen as gratuity. On the other hand, the term
“fee” is commonly used and will raise fewer questions.
OC 4000
INTERNAL SERVICES - Charges from an Internal Service Fund to other
functions/activities/elements of the local government for the use of intergovernmental
services, such as data processing, automotive/motor pool, central purchasing/central stores,
print shop, and risk management. These services are provided by internal services within the
School District and possibly the county but not a vendor.
OC 5000
OTHER CHARGES - Includes expenditures that support the program, including utilities
(maintenance and operation of plant), staff/administrative/consultant travel, travel
(Staff/Administration), office phone charges, training, leases/rental, indirect cost, and other.
Meals for working lunch and dissemination of material is capped at the per diem rates for the
meal listed in the state travel policy times the number of persons.
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