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PED Capital Outlay Bureau. Accessing Capital Outlay Funds—The Process . Your Presenters. Antonio Ortiz—Director Chris Thweatt—Financial Coordinator Lisa Romero—Financial Coordinator . Goals. Learn key Grant Agreement components Understand the Notice of Obligation form

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PED Capital Outlay Bureau

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Ped capital outlay bureau

PED Capital Outlay Bureau

Accessing Capital Outlay Funds—The Process


Your presenters

Your Presenters

Antonio Ortiz—Director

Chris Thweatt—Financial Coordinator

Lisa Romero—Financial Coordinator


Goals

Goals

Learn key Grant

Agreement components

Understand the Notice of

Obligation form

Know timelines for

submitting RfRs

Become familiar with

monthly reporting


Purpose review dfa grant agreement

Purpose:Review DFA Grant Agreement

DFA Initiative

Implemented by all

state agencies

Easier to track statewide

appropriations

Took effect in the 2010-

2011 school year


Step 1 certification

Step 1: Certification


Step 2 grant agreement

Step 2: Grant Agreement

Sent with the Certification

form / STB Questionnaire

Issued for the appropriation

amount (adjusted for AIPP)

Executed when Grantee and

PED have signed

Finalized Grant Agreement

will be sent to district/charter


Step 3 notice of obligation

Step 3: Notice of Obligation

Encumber funds only after receiving this notice

Submit Request to Obligate

Funds form (formerly the

Request for Project Plan

Approval form)

Include bids or quotes


Step 3 notice of obligation1

Step 3: Notice of Obligation

PED approval or disapproval

letter

Encumber the PED-approved

expenditures

Include a “non-appropriations”

clause or termination clause

in all contracts funded in

whole or part by funds

available in Grant Agreement


Provisions to terminate the grant agreement

Provisions to Terminate the Grant Agreement

Completion of project

Non-appropriation

Suspected mishandling

of public funds

Violation of terms of the

agreement


Step 4 requests for reimbursements and reversions

Step 4: Requests for Reimbursements and Reversions

For unreimbursed expenditures

or liabilities ≥ $1,500

At the end of the calendar

quarter

Submitted into OBMS

within 20 days

At the end of the fiscal year—

submitted into OBMS within five

days


Step 4 requests for reimbursements and reversions1

Step 4: Requests for Reimbursements and Reversions

Paid invoices—include

reimbursement request form,

proof of payment, invoice, and

expenditure report

Unpaid invoices—include

reimbursement request form,

invoice, and verification that

vendor is in the SHARE system


Step 4 requests for reimbursements and reversions2

Step 4: Requests for Reimbursements and Reversions

Funds must be “expended”

prior to the reversion

or early termination date

Expended—when goods

and services are

received by the grantee

and/or services are

rendered for the grantee


Purpose review dfa grant agreement1

Purpose:Review DFA Grant Agreement

Direct Appropriations signed into law by Governor

District/Charter Submits RTOF with bids/quotes to PED

District/Charter sends Certification / Questionnaire and Grant Agreement to PED when the project is ready to proceed

PED responds with NOB or disapproval letter to District/Charter

Districts/State Charters accept/reject by June 1st

PED sends finalized Grant Agreement to District/Charter

Certification / Questionnaires and Grant Agreement sent to District/State Charter

District/Charter uses NOB to make expenditures and submit RfR


Step 5 paperless reporting

Step 5: Paperless Reporting

Monthly paperless reporting

District/charter submits reports

into the Capital Projects

Monitoring System (CPMS)

Submit at:

http://cpms.dfa.state.nm.us/login.aspx

One user id and password

per district/charter


Step 5 paperless reporting1

Step 5: Paperless Reporting

Report due on the

last day of

the month

  • Final report due 20 days after completion of project


Summary where we ve been

Summary: Where We’ve Been

Certification

Grant Agreement

Request to

Obligate Funds form

Notice of Obligation

RfR

Monthly Reporting


Revisit and reflect

Revisit and Reflect

  • What “a-ha’s” do you want

    to take with you?

  • What do you want to stay

    mindful of?

  • How did this

    overview help you?


Questions

Questions???


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