MDHS Support Divisions > Procurement Services

Subgrantee Resources

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Resources to help safeguard public dollars.

Subgrantees are vital players to help achieve goals using public funding.

Subgrant Manual

The Subgrant Manual has been prepared to provide uniform procedures and guidance for the administration of subgrants awarded by the Mississippi Department of Human Services (MDHS). The manual serves a three-fold purpose:

  1. To ensure subgrantee funds are used for the purposes for which they are awarded;
  2. To safeguard public monies to the greatest extent possible; and
  3. To provide guidance to subgrantees in establishing and maintaining sound business accounting procedures.
MDHS Subgrant Manual

Subgrant Forms

Subgrant Inventory Control List

  • Use the Subgrant Inventory Control List form to list all non-expendable equipment or property purchased with (or used to match) federal and/or state funds.

Subgrantee Inventory Tagging Form

  • Use the Subgrantee Inventory Tagging Form to identify equipment purchased under an MDHS subgrant. All subgrantee equipment and/or property purchased with Federal and/or State funds or provided as match for Federal and/or State funds, shall have permanent identification numbers assigned by the MDHS Property Division

Subgrantee Inventory Transfer Form

  • Use the Subgrantee Inventory Transfer form to request authorization to dispose of or transfer property purchased with Federal and/or State funds or provided as match for federal or and/or State funds.
  • Subgrantees shall notify, in writing, the MDHS Division of Property and the MDHS Subgrant Property Officer requesting authorization for disposal or transfer when an item is either no longer needed or useful to the implementation and objective of the program.

Certification of Subgrant Compliance

  • Use the Certification of Subgrant Compliance form to release the unexpended and/or unobligated balance of a subgrant/agreement to MDHS.

Claim Support Form (Cash Advance)

  • Use the Claim Support Form (Cash Advance) form to report monthly costs incurred under MDHS subgrants or to request funds on a cash advance basis.

Claim Support Form (Cost Reimbursement)

  • Use the Claim Support Form (Cost Reimbursement) form to report monthly costs incurred under MDHS subgrants and to request funds on a cost reimbursement basis.

Closeout Form Checklist

  • Use the Closeout Form Checklist to ensure that all closeout documents are included as part of the subgrantee closeout package.

Modification Form

  • Use the Modification Form to request subgrant modifications during the term of a subgrant agreement.

Modification Signature Sheet

  • Use the Modification Signature Sheet to show the overview of the entire subgrant.

Outstanding Claimant List

  • Use the Outstanding Claimant List form to list all possible claimants to MDHS funds.

Request to Dispose of Records

  • Use the Request to Dispose of Records form to request permission to dispose of financial records, supporting documentation, statistical records, and/or any/all other records pertinent to the subgrant.

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