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“ACCOUNTING for YOUR GRANT”

Learn about the importance of communication and the grants accounting process for Title I programs. Gain insights into budgeting and allowable expenditures.

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“ACCOUNTING for YOUR GRANT”

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  1. “ACCOUNTING for YOUR GRANT”

  2. Presenters • Title I Education Program Specialist • Anthony Threat • Grants Accountant for Title I • Regina Hailey

  3. Purpose of Presentation • Overview of Consolidated Application • Overview of Grants Accounting Process • Importance of communication between LEA’s, Program Managers, and Grants Accounting

  4. Agenda • Title I, Part A Grants • Consolidated Application Process • GAORS • Completion Report • Communication

  5. Title I Budget Expenditures • Allowable Expenditures • Reasonable and Acceptable • Function Codes • Object Codes

  6. Title I Budget Expenditures • 80.40a--EDGAR Grantees are responsible for managing the day-to-day operations of grant and sub grant supported activities. • Grantees must monitor grant and sub grant supported activities to assure compliance with applicable Federal requirements and that performance goals are being achieved. Grantee monitoring must cover each program, function or activity.

  7. Logging into the Consolidated Application

  8. Title I, Part A Grants Function Codes

  9. Title I, Part A Grants Function Codes • 1000 INSTRUCTIONInstruction includes activities dealing directly with the interaction between teachers and students. Teaching may be provided for students in a school classroom, in another location such as a home or hospital, and in other learning situations such as those involving co-curricular activities.

  10. Title I, Part A Grants Function Codes • 2100 PUPIL SERVICESActivities designed to assess and improve the well-being of students and to supplement the teaching process. Activities include guidance, counseling, testing, attendance, social work, health services, etc. Also include supplemental payments for additional duties such as coaching or supervising extracurricular activities.

  11. Title I, Part A Grants Function Codes • 2210 IMPROVEMENT OF INSTRUCTIONAL SERVICES Activities which are designed primarily for assisting instructional staff in planning, developing and evaluating the process of providing challenging learning experiences for students.

  12. Title I, Part A Grants Function Codes • 2210 IMPROVEMENT OF INSTRUCTIONAL SERVICES (continued)These activities include curriculum development, techniques of instruction, child development and understanding, staff training and professional development.

  13. Title I, Part A Grants Function Codes • 2220 EDUCATIONAL MEDIA SERVICESActivities concerned with directing, managing and operating educational media centers. Included are school libraries, audio-visual services and educational television.

  14. Title I, Part A Grants Function Codes • 2300 GENERAL ADMINISTRATION (continued)Also recorded here are activities performed by the superintendent, administrative support personnel and deputy, associate, or assistant superintendent having overall administrative responsibility.

  15. Title I, Part A Grants Function Codes • 2400 SCHOOL ADMINISTRATIONActivities concerned with overall administrative responsibility for school operations. Included are activities of principals, assistant principals, full time department chairpersons and clerical staff.

  16. Title I, Part A Grants Function Codes • 2600 MAINTENANCE AND OPERATION OF PLANT SERVICESActivities concerned with keeping the physical plant open, comfortable, and safe for use, and keeping the grounds, buildings, and equipment in effective working condition and state of repair.

  17. Title I, Part A Grants Function Codes • 2600 MAINTENANCE AND OPERATION OF PLANT SERVICES (continued)This includes the activities of maintaining safety in buildings, on the grounds, and in the vicinity of schools. Property insurance expenditures are recorded in this function.

  18. Title I, Part A Grants Function Codes • 2700 STUDENT TRANSPORTATION SERVICEActivities concerned with the conveyance of students to and from school and trips to school activities.

  19. Title I, Part A Grants Function Codes • 2700 STUDENT TRANSPORTATION SERVICE (continued)These activities include supervision of student transportation, vehicle operation, servicing and maintenance, bus monitoring and traffic direction. Transportation insurance expenditures are charged to this function.

  20. Title I, Part A Grants Function Codes • 2900 OTHER SUPPORT SERVICESAll other support services not properly classified elsewhere in the 2000 series.

  21. Title I, Part A Grants Function Codes • 3100 SCHOOL NUTRITION PROGRAMActivities concerned with providing food to students and staff in a school or LUA. This service area includes the preparation and serving of regular and incidental meals or snacks in connection with school activities and delivery of food.

  22. Title I, Part A Grants Function Codes • 3100 SCHOOL NUTRITION PROGRAM (continued)Activities should be recorded in Fund 600 (School Nutrition Program) except when paid by federal funds from fund 100 on behalf of the food service operation due to a shortage of funds or by special arrangement.

  23. Title I, Part A Grants Object Codes • Before/after school tutoring by employee- • 1000/199 • Before/after school contracted tutoring- • 1000/300 • Flexible Learning Program (FLP)- • 1000/300

  24. Title I, Part A Grants Object Codes • Software License Lease- • 1000/300 • Schoolwide Consolidation of Funds- • 1000/881 • Academic/Instructional Coach- • 2210/191

  25. Title I-A Grants Object Codes • Indirect Cost- • 2300/880 • Bus transportation-(energy) • 2700/620 • Bus transportation-(driver) • 2700/180 • Parent Involvement Coordinator- • 2900/177

  26. Title I-A Grants Object Codes • Parent Notification letters- • 2900/530 • Child care for parent meetings- • 2900/595 • Light snacks for a parent meeting from vendor- • 2900/595

  27. Title I-A Grants Object Codes • Light Snacks purchased for Parent meetings- • 2900/610 • LEA Charter Schools- • 1000/321 • Web Based Software- • 1000/612

  28. Title I, Part AConsolidated Application • Provisioning • Allowable Expenditures • Reasonable and Acceptable • Function Codes • Object Codes

  29. Steps to access Title I Programs

  30. Applications Screen

  31. Open System Application

  32. List of Title I Grants

  33. System Original Allocation

  34. System Amendment #1

  35. Budgets • Budget by function and object codes • Coordinate submitting budgets by system • Monitor Budgets(communication between LEA, Program and Grants Accounting)

  36. When can an Amendment be Created? • An amendment can be created(by Coordinator or Grants Accounting) once a grant is in approved status. • Why would an amendment be created? • When carryover/additional allocation is added to original allocation by Grants Accounting. • When the system needs to revise how the funds were budgeted.

  37. Budget Amendment • Outside of function code variance • 25% variance • Change in the scope of the program • Post audit purposes

  38. Common Problems • New Superintendent/Title I Coordinators Provisional Process: Security Officer must give set up and/or change provisions to any staff at district level. • Function Code/Object Code and Allowable Expenditures: Only function/object codes that are approved by GaDOE can be used in Con App. If a district wants a code that is not in the drop down, please contact the Education Program Specialist. • Unbudgeted Funds: All funds must be budgeted in Con App. District should not submit budget for approval if there are funds that are unbudgeted. • Coordinator Sign off: Coordinator must sign-off on each budget before it can be signed off by Superintendent. • Superintendent Sign off: Superintendent must sign-off on each budget before it can be reviewed by program manager.

  39. Common Problems • Coordinator has signed off but forgot to upload required files: Response – Contact Superintendent to reject grant, this will allow coordinator to upload and resubmit. • My grant has not been approved : Response – Check the Program Status screen to ensure that the budget tab shows Superintendent or program manager has signed off. • Program Manager has signed off but funds are not seen in GAORS: Response – Look at date of sign-off by program manager, if it is more than two days, contact Grants Accounting – (Regina Hailey)

  40. Common Con-Ap Questions • How do I have a budget rejected?: Response – If the budget side is signed off by the coordinator – only the Superintendent can reject it. If budget side is signed off by Superintendent – only the program manager can reject it. If budget side is signed off by program manager – only Grants Accounting can reject it.

  41. What Grants Accounting does in Consolidated Application • Set up of allocation • Must be board approved • Final Approval of Budget • Funds Download to GAORS

  42. Allocation by System perBoard Approval

  43. Total Title I, Part A Allocation per Board Approval

  44. How will you know if grant is approved? • The grant goes through a sign-off process • Coordinator sign-off • Superintendent sign-off • Program Manager sign-off • Grants Accounting Approval

  45. GAORS • GAORS (Grants Accounting On-line Reporting System) • Approved Budgets • Reimbursement Request-Payments to district (no payment made directly to school) • Payments request created each Thursday and payments deposited in Bank account the subsequent Thursday

  46. List of DE147 (Payment Requests)

  47. Program Managers Status Report • Assist program managers and directors to monitor spending of Program • Shows total percentage of grant spent based on expenditures • Read only document • Can be exported to Excel

  48. Program Manager’s Report

  49. Completion Report • Grant Period-07/01/XX – 09/30/XX • Due 10/31/XX • Expenditures as of September 30th • Report expenditures by function and object • Refunds/Cash Shortages • Request to reopen Completion Reports

  50. END OF YEAR CLOSE

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