Grant Management

Upon award of the funds, the Merchants Exchange is responsible for the post-award grant administration of the project, with input and at the direction from the funding applicant Authorizing Official or from any committee or person delegated such authority by the Authorizing Official.

The Merchants Exchange will designate a person to serve as the Project Grant Administrator and such other staff as required to effectively administer the project for the funding recipient.

As part of the grant management and administration, the Merchants Exchange administrative services include, but are not limited to, the following:

• Attend conferences and events as appropriate;
• Provide written minutes or notes of meetings as appropriate;
• Prepare and/or finalize personalized letters, special responses/ mailings and or phone calls to project contractors and the grant-making agency, as instructed by the Authorizing Official;
• Act as an additional point of contact for the project contractors; review and follow-up on project delivery schedule;
• Provide the Authorizing Official and the grant-making agency with regular updates of the project development;
• Ensure that funding recipient complies with all filing and reporting requirements under the Award Package Agreement Articles between the funding recipient and the grant-making agency, by preparing and timely submitting such filings and reports, subject to approval and timely response by the Authorizing Official; and
• Maintain files and archive materials.

As part of the Grant Management & Administration, the Merchants Exchange bookkeeping services include, but are not limited to, the following:

• Assist in establishing financial record keeping system to accurately document and monitor the project, in accordance with the requirements of the Award Package Agreement Articles between funding recipient and the grant-making agency;
• Review the funding recipient’s financial record keeping system for accurate financial records including accounts receivable and accounts payable documentation, in accordance with the requirements of the Award Package Agreement Articles between funding recipient and the grant-making agency;
• Ensure that the funding recipient complies with all filing and reporting requirements under the Award Package Agreement Articles between the funding recipient and the grant-making agency, by preparing and timely submitting such filings and reports, subject to approval and timely response by the Authorizing Official; and
• Maintain all files and archive material.

The Merchants Exchange also provides special services as requested. These special services are paid at an agreed hourly rate. Such services are authorized by the Authorizing Official, or such other person delegated such authority by the Authorizing Official.