ANC1D can provide grant funds via checks as either direct payments upfront or reimbursements. Providing grant funds upfront, rather than on a reimbursement basis, means that grant recipients receive the funds before incurring expenses, allowing them to carry out the approved projects without financial hindrance if desired.  

ANC1D will email the grantee to start communications regarding payment with the grantee, Treasurer, and ANC1D Grants Coordinator. 

In addition, ANC1D will take the following steps internally: 

1. Document the grant’s approval: ANC1D will document the grant’s approval by recording it in our monthly meeting minutes, detailing the public presentation of the grant request and the Commission's vote (According to DC Code § 1–309.13(m)(1), "A grant may not be awarded unless the grant is awarded pursuant to a vote of the Commission at a public meeting following the public presentation of the grant request.").  

2. Prepare dispersal of grant funds: The ANC1D Treasurer is responsible for  disbursing the approved grant funds. This involves preparing a check signed by the Treasurer and one other elected officer, typically the Chairperson (Per DC Code § 1–309.13(f), "The treasurer shall disburse funds of the Commission only pursuant to specific authorization by the Commission.") 

3. Financial Record-Keeping: The Treasurer will maintain accurate financial records of all transactions, including grant disbursements, to ensure accountability and facilitate auditing processes. (As stipulated in DC Code § 1–309.13(j)(1), "Each Commission shall maintain minutes of meetings and a record of expenditures.") 

Within 60 days of receiving funds*, grantees are to required to submit a report via email that includes a statement of fund usage, consistent with the grant application, accompanied by post-expenditure receipts to ANC1D’s Treasurer, Grants Coordinator, and the OANC. If the project extends beyond 60 days, subsequent reports are required every 90 days until completion.  

*Depending on the application, ANCs may approve a grant but delay fund disbursement until the project is set to commence or when the funds are needed. Upon releasing the funds, the 60-day reporting period begins. 

If receipts are not submitted to ANC1D within the 60 day window, ANC1D will first remind the grantee of the requirement; if still no response after two weeks, the Office of the DC Auditor will be notified. If the grantee continues to remain out of compliance, the matter will be referred to the DC Attorney General. 

If a recipient misuses funds or fails to provide the required documentation, the OANC maintins a list of prohibited grantees and may prohibit all Commissions from awarding future grants to that organization (DC Code § 1–309.13(m)(3)(A)). 

Any grant funds awarded to a recipient that are not expended in the anticipated timeframe must be returned to the Commission, unless the Commission votes otherwise. Any funds expended for purposes not authorized by the Commission must be reimbursed to the Commission.

The Commission is not liable for any costs incurred by the grant applicant in preparing or presenting the grant, or as a result of its approval or denial. A grant inconsistent with US or DC statute or regulation is null and void to the extent of its inconsistency. The grant applicant must remit to the Commission any funds received in violation of statutes or regulations.