Procedure Steps The procedures below outline three purchasing scenarios under which a GPM or school principal (or their designees) initiates the process to purchase a good or service: Purchases that involve grant funds AND DO NOT refer to a technology item Purchases that involve grant funds AND refer to a technology item Purchases that DO NOT involve grant funds or refer to a technology item The procedures below focus on grant compliance issues. For purchases that refer to technology items, the GPM / school principal needs to ensure that the purchase of technology item(s) is consistent with the SDP’s technology plan which is the purpose of the review by ETG. A process flow chart follows the procedure steps. Purchases that involve grant funds AND DO NOT refer to a technology item. RESPONSIBLE Step ACTION TAKEN POSITION GPM / School 1 If the encumbrance is from grant funds but does not involve a Principal (or technology item, review the nature of the good(s) to be purchased to designees) ensure consistent with the grant agreement and that necessary, it’s it’s reasonable, and allocable. If the purchase is grant compliant, enter the purchase transaction in the Advantage system using the appropriate document and grant ABC Code. Upon entry into Advantage, an error message will be received purchase involves grant funds and will be reviewed indicating “This by the Grant Compliance Office.” Office of Information 2 Generate an automated Excel file nightly from the Advantage system Technology (OIT) that contains all of the open encumbrance documents in Advantage that involve grant funds and that contain the error message “This purchase involves grant funds and will be reviewed by the Grant Compliance The file is available in a central location to the Office.” GCO. The Excel file contains key data required to identify the entity making the request, the ABC Code, and the from the originating “Text” field office or school.
Procedure Steps The procedures below outline three purchasing scenarios under which a GPM or school principal (or their designees) initiates the process to purchase a good or service: Purchases that involve grant funds AND DO NOT refer to a technology item Purchases that involve grant funds AND refer to a technology item Purchases that DO NOT involve grant funds or refer to a technology item The procedures below focus on grant compliance issues. For purchases that refer to technology items, the GPM / school principal needs to ensure that the purchase of technology item(s) is consistent with the SDP’s technology plan which is the purpose of the review by ETG. A process flow chart follows the procedure steps. Purchases that involve grant funds AND DO NOT refer to a technology item. RESPONSIBLE POSITION Step ACTION TAKEN GPM / School Principal (or designees) 1 If the encumbrance is from grant funds but does not involve a technology item, review the nature of the good(s) to be purchased to ensure it’s consistent with the grant agreement and that it’s necessary, reasonable, and allocable. If the purchase is grant compliant, enter the purchase transaction in the Advantage system using the appropriate document and grant ABC Code. Upon entry into Advantage, an error message will be received indicating “This purchase involves grant funds and will be reviewed by the Grant Compliance Office.” Office of Information Technology (OIT) 2 Generate an automated Excel file nightly from the Advantage system that contains all of the open encumbrance documents in Advantage that involve grant funds and that contain the error message “This purchase involves grant funds and will be reviewed by the Grant Compliance Office.” The file is available in a central location to the GCO. The Excel file contains key data required to identify the entity making the request, the ABC Code, and the “Text” field from the originating office or school.