HEP/CAMP New Director’s Training Developing and Managing the Program Budget

1. HEP/CAMP New Director’s TrainingDeveloping and Managing the Program Budget Facilitators: Dr. Maria Escobedo, CAMP Director Ana Zambie, HEP Director

2. The Grant Award Notification (GAN) The HEP or CAMP grant application proposes the original five-year budget. The Grant Award Notification (GAN) reflects the approved budget.

3. Budget Revision Whether a new grant award, a continuation or a supplemental award, the grantee submits a budget revision to acknowledge and accept the award and all conditions.

4. Budget Revision • Due within 30 days of your individual grant award effective date • Reconcile your budget revision with Institution’s budget office • Include cover page • Include Institution name and PR number on each sheet • Allow ample time to reconcile expenditures and get needed signatures before due date

5. Budget Revision Form ED 524 Section A • Budget Categories- Direct costs • Personnel- position vacancies • Fringe • Travel • Equipment (US Government vs. your Institution) • Supplies • Contractual • Construction • Other

6. Budget Revision Form ED 524 Section A • Budget Categories • Indirect Costs • Training Stipends • no indirect costs charged

7. Budget Revision ED 524 Section B • Same Budget Categories For Section A and B • Report actual for end of Project Year • Report projected for upcoming Project Year

8. Budget Revision ED 524 Section C • Why are your projected numbers different from GAN amounts? • Why did you exceed certain budget categories? • Why did you under spend in others? • Discuss non-Federal match • Address carryover from previous years

9. Carryover up to 15% of Original GAN award amount • Carryover balance: Unexpended funds of the grantee from a previous budget period under a grant that are authorized for use to cover allowable costs in a current budget period (EDGAR Section 75.253). • Program staff may require a description of how the unexpended funds will be used.

10. Budget Transfers • Moving money from one budget category to another • No prior approvals needed for most budget transfers • Cannot move stipend money to direct cost line items • When in doubt, check with your program officer

11. Allowable Costs • Are necessary and reasonable for the performance of the award; • Conform with Federal cost principles; • Are consistent with uniform procedures of the organization; • Are determined in accordance with generally-accepted accounting principles; and • Are not included in any other Federally-financed grant (unless authorized by statute). • When in doubt, ask your Program Officer

12. Reasonable Costs • A cost is reasonable if it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the cost. See the appropriate cost principles circular (OMB): A-21 for Educational Institutions (IHEs), or A-122 for Non-Profit Organizations.

13. Institutional Differences • Each Institution has established accounting methods • Stipend payments reporting • HEP • CAMP

14. Reporting budget items in APR • Cover Sheet • Expenditures • Indirect Cost Information • Signature

15. Reporting Budget Items in APR • Section E • Same Budget Categories as ED 524 • Report Revised Budget Amounts • Mark carryover in each category • Report Actual Expenditures Amounts • Discuss differences in narrative

16. Time Extensions • Work with your Program Officer • Request before end of project • Submit within 60 days

17. Questions? Dr. Maria Escobedo CAMP Director California State University, Bakersfield Bakersfield, CA mescobedo@csub.edu Ana Zambie HEP Coordinator Madison Area Technical College Madison, WI azambie@matcmadison.edu