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Section 7: Grant Execution

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Day of Execution

Traffic safety grant agreements are executed on October 1st (or upon approval, if after October 1st). Project activity can begin and costs can be incurred on the day of grant execution.

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Grant Delivery Meeting

On the day of execution, or within 30 days of execution, the project or program manager will schedule a grant delivery meeting with the subgrantee to review and discuss the terms of the agreement.

The grant delivery meeting should be designed to meet the requirements of the subgrantee and the Texas Department of Transportation (TxDOT). For example, a subgrantee entering into its first agreement with TxDOT will require a thorough orientation of the agenda items identified later in this section. If the subgrantee has had many grants with TxDOT and has demonstrated good overall project performance, the delivery meeting could be abbreviated.

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Meeting Participants

Subgrantee participants at the grant delivery meeting should include:

  • the project director
  • the fiscal officer and accounting staff persons responsible for preparing the Request for Reimbursement (RFR)
  • subcontractors (when appropriate)
  • other staff that will participate in project activity, especially those who will be responsible for completing reports and preparing RFRs.

TxDOT staff attending may include:

  • project manager or program manager
  • fiscal staff
  • auditors.
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Meeting Agenda

Basic items that need to be covered and explained in detail to the subgrantee staff include:

  • what is expected of the subgrantee, including:
    • preparation and submission of the RFR
    • preparation and submission of the Performance Report (including information concerning underruns and overruns)
  • what is expected from TxDOT personnel
  • how the project will be monitored
  • what costs will be eligible for reimbursement by TxDOT
  • documentation required for expenditures
  • project objectives
  • evaluation of project results
  • grant contents
  • Subgrantee and TxDOT responsibilities
  • Traffic Safety Program General Terms and Conditions
  • audit requirements, records retention
  • other, as dictated by the nature of the grant.

Points of contact should be established (telephone numbers, fax numbers) at the meeting.

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Record of Meeting

The project or program manager is required to make a record of the meeting by completing and submitting through the Electronic Grants Management System (eGrants) a Grant Delivery Meeting Report.

Steps for submitting a Grant Delivery Meeting Report are outlined below.

  1. Select “View Related Items” under the “Examine Related Items” section.
  2. Click on “Initiate a Subgrantee Monitoring.”
  3. Select “I agree” when prompted “Are you sure you want to create a monitoring report?”
  4. Select “Grant Delivery Meeting.”
  5. Complete and save the form.
  6. Change the Grant Delivery Meeting Report status of the form (found under the “Change the Status Management” section to “Grant Delivery Meeting Submitted.”
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