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ORANGE COUNTY SHERIFF'S OFFICE GENERAL ORDER Effective Date: October 2, 2020  Amends - GO 17.1.11 (January 30, 2019 ) Number: 17.1.11 Distribution: All Personnel Review Month: January Reviewing Authority: Undersheriff / Fiscal Management Subject: GRANTS: Grant Management and Oversight This order consists of the following: 1. Purpose 2. Policy 3. Definitions 4. Procedures 1. Purpose The purpose of this grants policy is to develop, implement, and maintain meaningful grant oversight and coordination for the Orange County Sheriff’s Office and the County. 2. Policy The Orange County Sheriff’s Office (OCSO) Fiscal Management Grants Section shall maintain fiscal and programmatic accountability of all federal funds, property and other assets awarded to OCSO . Accountability will be in accordance with all applicable Federal Office of Management and Budget, 2 CFR Chapter I, Chapter II , Part 200 , et al., regulations, statutes, and awarding agency financial guidelines , in addition to GO 17.1.4 and agency p olicy. 3. Definitions A. Allowable Cost - costs allowable under a federal grant program and are governed by cost principles of the Office of Management and Budget (OMB), Code of Federal Regulations (CFR) 2 CFR Chapter I, Chapter II , Part 200 , et al., and agency policies and procedures. B. American Data Group (ADG) - OCSO Management, Accounting and Reporting Tool. C. Award - financial assistance that provides support or stimulation to accomplish a public purpose. Awards include grants and other agreements in the form of money or property in lieu of money, by the federal government to an eligible recipient. The term does not include technical assistance, which provides services instead of money; other assistance in the fo rm of loans, loan guarantees, interest subsidies, or insurance; direct payments of any kind to individuals; and contracts that are required to be entered into and administered under federal procurement laws and regulations. D. Closeout - the process in which the awarding agency determines that all applicable administrating actions and all required work of the award have been completed by the recipient and sub -recipients. 17.1.11; Page 2 of 7 E. Consultant - an individual or firm retained to provide a specialized service. F. Contract - an agreement between an entity and OCSO for the provision of goods or services. G. Contractor - an entity that provides goods and services for OCSO. H. Drawdown - the payment of grants fund by the awarding agency to OCSO. I. Gran t Adjustment Notification (GAN) - a request to the federal awarding agency to make programmatic, administrative and/or financial change to a federal award. This is done electronically using the Federal Grant Management Systems (GMS ). J. Grant Coordinators - the Fiscal Division staff memb ers supervised under the Grants Manager are responsible for working closely with the P roject Manager to verify the Grants Section follows the financial and management of federal awards received by the agency . K. Grant Fund Number - an accounting fund numbe r assigned to each grant to control the restricted use of the funds. It is a separate chart of accounts from the general funds to prevent comingling of general funds and grant funds. L. Grants Manager - the Fiscal Division staff member responsible for the financial oversight and management of all federal awards received by the agency . M. Lawson - the OCSO Human Resources and Payroll System. N. Magic - the OCSO inventory management system. O. Master Grant File - the repository for all official documents for each individual award. Such documentation will include, but is not limited to, the solicitation, application, bid documents, payment source, quotes, sole source documentation, purchase orders, award documents, certifications, special conditions, financial reports, program/progress reports, grant adjustments, audit reports, monitoring visit/desk review reports, corrective action plans, and close out documentation. P. Project Manager - the agency member who is responsible for the implementation and program managem ent of a federal award. The Project Manager works closely with the grant manager and grant coordinators to verify that federal funds are used only for those expenditures associated with activities that conform to the goals and objectives approved for the grant. Q. Project Period - the period for which implementation of the federal award or project is authorized. R. Sole Source Procurement - any contract entered into without a competitive process, based on a justification that only one known source exists or th at only one single supplier can fulfill the requirements. Each grant may require a standardized sole source form provided by the Federal Agency or the State Agency awarding the grant 17.1.11; Page 3 of 7 funds. Grant Section will determine what is allowable based on the gran t guidanc e. S. Supplanting - deliberately reducing state or local funds because of the availability of federal funds. For example, when state funds are appropriated for a stated purpose and federal funds are then used in place of the appropriated state fu nds so they can be used elsewhere, supplanting has occurred. T. System for Award Management (SAM) - an official website of the US government that p rovides grant recipients with registered non -excluded vendors to do business with