7. Grant Administration
If you are managing a successful grant application, use the chart below to guide you through post-award activities.
Notice of Award
Coordinator Communication:
The Grants Coordinator will notify respective applicants if they have been approved for funding. Any changes or recommendations made by the funder concerning project description, deliverables, implementation plan, performance metrics, evaluation plan and budget, and other factors will be communicated to you by the Coordinator.
Agreement Execution
Coordinator and Procurement Process:
The Coordinator will be responsible for all communications with the grant officer (or with a representative of the funding agency), and will be the first to receive the notice of award, contracts, or agreements. The Coordinator will process the funding contract through the procurement database for legal review and signature. All TRCA grants are signed by the CEO or CFOO.
Ensure that funding deliverables can be met.
When TRCA accepts a grant (i.e., by signing the grant agreement or by accepting funds) the organization becomes legally obligated to carry out the full terms and conditions of the grant. Understand all requirements of funding and be certain that these can be met before entering into a contract with the funder. The Coordinator will pass on the funder’s expectations in terms of the reporting schedule and other details.
Payment of Funds
Financial Reporting:
The Coordinator will notify the Accounting Department regarding the fund disbursement schedule, and will field questions between the implementation team and the funder, as necessary. The Coordinator will also communicate all financial reporting requirements to the implementation team, including: how and when funding will be disbursed, method of payment (e.g. cheque or EFT), if the funder requests invoices and/or claim statements, and deadlines associated with processing claims.
PROJECT IMPLEMENTATION
Use CPR to Measure Deliverables:
Review the deliverables linked to your program, and input them into CPR. Project tracking is the responsibility of the implementation team. If required, the Coordinator will create a CPR account for your project.
Track all Project Expenditures and Revenues:
Clearly track all project expenditures and revenues. Expenditures and revenues will be tracked through your account code in Business World.
Manage Project Deliverables and Timelines:
Ensure that project activities are being carried out on-time and with the right resources. If you encounter major challenges, revisit your risk management plan. If significant delays or challenges are a likelihood, consider contacting the Coordinator. The Coordinator can communicate concerns or mitigation strategies to the grant officer at the funding organization, and arrange meetings and other strategies to avoid missteps and miscommunication.
REPORTING & CLOSEOUT
Report on the Outcomes of your Project:
Depending on the reporting requirements outlined in your funding agreement, you may be required to prepare interim and/or final activity reports to describe the results of your project. Funders will normally provide TRCA with reporting templates and/or specific direction around reporting requirements as your project nears completion. Reports will be submitted to the funder on your behalf by the Coordinator. Ensure that your reports are provided to the Coordinator one month before their deadline. This is to ensure that all necessary signatures can be secured by the CEO or CFOO.
Questions? Send us a note at max.smith@trca.ca.