SAMPLE OF AHC'S ADMINISTRATIVE ROLE DUTIES FOR FEDERAL GRANT RELATED INITIATIVES

1) Project Management Plan (PMP)

• The Grant Application Process will require an SAA approved Project Management Plan (PMP) to be developed.  The PMP includes a spending plan that the AHC will develop using the Authorized Equipment List (AEL) spending codes.  Change request documentation required if the spending varies more than 10% of the start-up package estimation, or current agreed upon project spending level.

2) Validation of Purchase Orders

• The Proof of Encumbrance (POE) is the validation that a proper purchase order has been accomplished for the service or product being purchased through the grant.  The AHC will validate that the proper process was initiated that follows the Administrative Requirements of 45CFR2541 and 2CFR215, as well as will comply with AHC outside audit requirements OMB A-133.

3) Contract Coordination

• Legal coordination will be provided as necessary to coordinate the contractual agreement between the AHC and the service provider(s) and/or contractor(s) in regards to the requirements of the PMP and the subgranting entity.  Contract will be coordinated between the AHC and the contracting vendor. 

4) Encumbering The Grant Funds (Proof of Encumberance)

The AHC will coordinate with the entity’s SAA organization to encumber the funds, the AHC will:

• Coordinate the process of providing the POE documentation for each expenditure line-item listed in the spending plan included in the PMP.
• The POE and documentation submitted by the AHC for each spending item will be reviewed by the SAA Program manager for approval.  Any discrepancies will be worked through the SAA/AHC; and
• Any change requests will be initiated by the AHC for any deviation from the approved spending plan.

5) Invoicing and Reimbursement

After delivery of the service or product, the SAA/AHC will begin the invoicing and reimbursement process.  This process includes:

• The AHC will cross check all invoices and payments
• Ensure verification of the delivery of said products or services will be included in the invoice
• The AHC will attach an electronic copy of the invoice and payment to the entity’s SAA;
• Multiple invoices will be used to draw down an expenditure line item;
• The AHC must cross check and submit a change request for any deviation from the approved POE; and
• The SAA/AHC will provide payment (upon approval of the lead state) for the services rendered or the products received.

6) Required Reporting

• Reports including both Financial and Project Status will be provided on an as required basis (normally quarterly) to the entity’s SAA for grant compliance

7) AHC Charges

• To perform these duties, the AHC will charge 6.5%