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<br />Part 3
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<br />How to Manage a Planning Grant Award ................................................15
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<br />Purpose of a Planning Grant ..........,.......................,.,.................,.,........,....... 15
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<br />Financial Management ........,..,..,.."..,...". ,." ,...."....."....." .... ......., ,.....,.....",. .15
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<br />Executing the Grant Agreement and Funding Approval Notice ...................15
<br />Bank Account Requirements ....................."........................."...................".16
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<br />Request for Funds ''''''''''''''''''''''''''''''''''''''''''''''",..."......,......,............,........16
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<br />SEMA Procedures when RFF Received .......,............................................... 17
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<br />Budget Line Items..,............................,.....".....,.....................".....,..........."..18
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<br />Amending Budget Line Items ....................................................................... 18
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<br />Establishing & Maintaining the FMA Accounting System...........................19
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<br />Accounting Records...,........,......,.....,......,....."....."............."..,..,..",......,...... I 9
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<br />Internal Control,.....,..,.....,..".., """"""''''''''''''''''....,......,....."..,..."....,......,.. .20
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<br />Sample Accounting Ledger to Track FMA Planning Grant Awards.............21
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<br />Local Match".....,.....,....,...,............,......,......,.....,......,.......,.....,......"............ ,22
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<br />Local Match Summary......,.............".............,......................,......"..........., ..,24
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<br />Program Income......,.....,..,.....,..............,....,..,..,..,......,.....".............,............ .25
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<br />Changes in Grant Period ""'''''''''''''''''''.................,..,.."......,...,.."..,..........".25
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<br />Changes in Key Personnel ...........................................................................,26
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<br />Procurement Pol icies and Regulations.............,. ...... .... ....... ..,..,................... .26
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<br />Purchases Less than $3,000.....................................................................27
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<br />Purchases Greater than $3,000 but les8 than $25,000..............................27
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<br />Purchases Greater than $25,000....,..,..........."......,.."..,...,.......,...,.."...,....27
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<br />General Procurement Policies.... ..' '...., ....... ........"....... ....".. ,.........,. .... '... .28
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<br />Bid Bonding Requirements...,...,..,............,......,............"............",......,...31
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<br />Conflict of Interest (Codes of Conduct) ..................................................31
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<br />Sample Bid Documents ...........................................................................31
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<br />Special Policies for Hiring Engineers and Surveyors ..............................32
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<br />Allowable and Unallowable Cost8.......".....,.."..,.."..,....."..,.......,.................33
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<br />Equipment....................... ................ ...... .................... ""'''''''''''''''''''''''''''' ....36
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<br />Suppl ies ,.....".......,...,..,...........,..,..,.....,......',.,..,......,.....,..",.,..."......,......,..., .38
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<br />Copyrights.....................................................................................................38
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<br />Quarterly Reports"...........,.......,............,...................,.....,......,......,....,.....,.,. ,39
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<br />Close-Out Procedures..,.....,.....,.....""...,....."...."..............,...,.......,......".."".40
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<br />Certi ficate of Completi on ..,.....,.....".,...,....".....".....,.....,..,...",...."......"."",.4 2
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<br />Retention of Records/ Acces8 to Records ......................................................42
<br />Single Audit Act Requirements ....................................................................43
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