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Federal Compliance

& Guidelines

Grant Accounting

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What is Grant Accounting?

  • The process in which all grant resources are tracked and maintained in a financial database
  • All costs related to a grant must be coded separately within the accounting system
  • The accounting system should account for cost-by-budget line item
  • If there are multiple funding sources for a project, all costs must be tracked separately by funding source
  • Grant costs and grant match must be coded separately as well

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Grant Accounting Subledger Example

Item

CPF

CPF Cash Match

Local Government Cash Match

Total

Make-Ready

$69,750

$15,000

$8,250

$93,000

Trenching & Boring

$78,000

$16,775

$9,225

$104,000

Fiber

$53,460

$12,296

$5,524

$71,280

Other Materials

$23,790

$5,472

$2,458

$31,720

Total Project Costs

$225,000

$49,543

$25,457

$300,000

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Does Grant Accounting apply to my project?

Yes

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Program

Grant Accounting

High Cost Support Mechanism

Yes

Broadband Deployment Board SLFRF Funding

Yes

Capital Projects Fund

Yes

Broadband Equity, Access and Deployment (BEAD)

Yes

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What do I have to do?

  • Set up your accounting system to track all revenue and expenses by project
  • Create a report that shows project expenses and revenue, including match and other funding sources (“Subledger”)
  • Match your subledger to each request for reimbursement
  • Retain source documentation (receipts) in case of monitoring or audit

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Thank you

Questions?

Advance_CBO@state.co.us

More compliance videos and resources at

broadband.colorado.gov/federal_compliance