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Grants Administration is and compliance-focused process of managing a grant award throughout its entire lifecycle. It involves ensuring funds are used in conformance with specific guidelines, regulatory requirements (2 CFR 200), and the terms and conditions set by the funding organization.  It makes up the following three categories:​

Compliance

Compliance is the cornerstone of grants administration as it flows through the entire lifecycle of a grant.  Under Uniform Guidance (2 cfr 200), it carries the weight of the law. States can impose additional requirements on federal awards, as long as the rule is:

  • Consistent with the federal rule, and
  • Not less restrictive than the federal rule.​​

Rules and Statues

​Federal

State

Policies and Procedures

​Policies and procedures are fundamental when working with grants as they create a consistent understanding of expectations between the grantor, recipients, and subrecipients. These may include:

Policies

While ISBE has their own policies, entities are required to establish and implement their own specific policies, even as they align with broader ISBE mandates and state law.

Procedures

Under Uniform Guidance and GATA Statute and Administrative Rules, grantees are required to complete six prequalification requirements and three pre-award requirements.

*If the six prequalification requirements have not been completed and approved, applicants will not be eligible to submit an application. 

  • Prequalification
    All entities must be qualified to do business with the State of Illinois.  To be qualified for a grant award, an entity must:​
    1. Be registered in the GATA Grantee Portal
    2. Have a current, public Unique Entity ID (UEI) validated in the SAM.gov system.
    3. Not be on the Federal Excluded Parties List;
    4. Be in Good Standing with the Illinois Secretary of State, as applicable;
    5. Not be on the Illinois Stop Payment list;
    6. Not on the Dept. of Healthcare and Family Services Provider Sanctions list.
  • Preaward​
    • ​GATA Portal
      • ​Fiscal and Administrative Risk Assessment (ICQ)
    • ​IWAS
      • ​Organizational Risk Assessment (Can only be completed by the entity administrator).
      • ISBE Specific Programmatic Risk Assessment (PRA). Embedded in each specific grant application.

Gata Grantee Registration Process

All grantees must be registered and be qualified to do business with the state of Illinois.

To be qualified to apply for a grant, an entity must complete the following four steps in the GATA Grantee Portal:

​​

Monitoring and Oversite​

2 CFR 200.332 requires that pass-through entities to evaluate and monitor subrecipient's risk of noncompliance. 30 ILCS 708/20(d) requires state grant-making agencies to ensure grantee compliance using monitoring.

Monitoring provides relevant training and technical assistance to the grantee. Monitoring also assesses, mitigates, or prevents the risk of fraud, waste, and abuse. Monitoring ensures that the subaward is used for authorized purposes to meet performance goals.

  • Monitoring can be completed through expenditure and programmatic reporting, as well as virtual and onsite visits by the grantor's grant manager. ​​

Reporting and Compliance​

Steps for Enforcement

General Enforcement steps are below. However, enforcement can change based upon program legislation and how the program NOFO was written.

  • Reminder and Notification of action needed letters and emails
  • Corrective Action
  • Funding Hold
  • Other potential enforcement actions
  • Grant Termination​

* * * This page has been archived. The content on this page may no longer be in effect. * * *

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