Grant Expenditure Agreements

Process Steps

    How to create a new grant expenditure agreement

    Grant expenditure agreements include subrecipient agreements and state funds grants.

  1. APR Form

    The first step in the agreement process is to submit an Agreement/Procurement Request (APR) form. APR forms are submitted by the program and approved by the OU fiscal officer and EDO. If communications or media is involved, the DHHS Division of Public Affairs and Education (PAE) also approves. All approvals are obtained through the SharePoint process. A SharePoint license is required for the person who submits the APR form (if a license is needed, speak to your OU fiscal officer; to obtain a role in SharePoint, complete a User Access Request). When the APR form is approved, a PCM contract analyst will be assigned to assist with the process.

    Exception: Grant expenditure agreements that have been approved under the sponsorship or membership policies do not require an APR form.

    Est timeline: 2 weeks

  2. Scope of Work Review

    Scopes of work must be reviewed by a PCM contract analyst, the OU director, a PCM staff member with a law degree, and EDO. 

    A scope of work writing guide is posted on the PCM website, Agreement Resources Page.

    Est timeline: 5.5 weeks

  3. Competitive Process (as applicable)

    Competitive grants must be posted on the PCM website and the governor's office website. Submit the request for grant application documents, or a link to a website containing the documents, to PCM.  PCM will post the notice on the PCM website and facilitate the posting on the governor's office website. 

    Est timeline: 3 weeks+

  4. Agreement Execution

    After awards are made, the agreement may be entered in SharePoint Contracts. Agreements are automatically routed for approvals and signatures. The PCM contract analyst is available to enter the agreement into SharePoint Contracts.  The agreement is reviewed by PCM and the OU fiscal officer before being sent for signatures to the vendor, EDO, and State Finance.

    Est timeline: 5.5 weeks

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