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FY 2013 Grants Management System Improvements

FY 2013 Grants Management System Improvements. Guiding Principles. Improve the customer experience with grants management while maintaining shared accountability. Lessen unnecessary and duplicative work among ADE and grantee staff, freeing time for functions that improve student achievement.

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FY 2013 Grants Management System Improvements

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  1. FY 2013 Grants Management System Improvements GoTo Webinar

  2. Guiding Principles • Improve the customer experience with grants management while maintaining shared accountability. • Lessen unnecessary and duplicative work among ADE and grantee staff, freeing time for functions that improve student achievement. ADE Grants Management Division 09/24/2012

  3. Improvement Objectives • More frequent payments • Pay grantees more quickly • Implement new GME system • Resolve Single Audit findings • Reduce application processing time • Reduce re-work with applications, amendments, payment requests, completion reports • Increase consistency of grantee service ADE Grants Management Division 9/24/2012

  4. Improvement Milestones • Grants Management System RFP – Closed and Being Evaluated • Interim GME Modifications – Ready for Roll-Out September/Early October • GP Integration – Complete and Reporting Functionality Being Implemented • Meeting with County and LEA Representatives on Changes to GME and Grants Management Structure, Processes – Ongoing! • USFR Modifications – Ready for Roll-Out • New Grants Management Handbook – Final Draft Ready for Publication in Early September ADE Grants Management Division 9/24/2012

  5. More Frequent Payments • MS Dynamics GP integration • Payment Request System replaces Cash Management Reports • Payment Requests can be submitted at any time within a month • Payments processed daily through accounting system ADE Grants Management Division 9/24/2012

  6. Payment Request Form 1 • LEA enters Total Project Expense. • Provide an email address • If requested more than 20% of the budget total, provide a justification. Process LEA Submits Payment Request Request > 20% of budget total : Justification required Request < 20% of budget total : approved by system ADE approval or disapproval (email notification) ADE Grants Management Division 9/24/2012

  7. Payment Request Form 2 • Modified Reimbursement Method (for Grants with non-scheduled payments) • LEA can submit a Payment Request Form any time • Expenditures realized or to be realized in the next 15 days are allowable for reimbursement (e.g., request a payment on Monday for Friday payroll) ADE Grants Management Division 9/24/2012

  8. Payment Request Receipt • Direct communication between LEA and ADE • Payment Request > 20% of the budget total: ADE is required to enter evaluation comment regardless of approval / disapproval • Email notification to LEA ADE Grants Management Division 9/24/2012

  9. Payment Request Frequency • Grantee must submit a Payment Request at least every 60 days • Grantee will be notified by e-mail if they have not submitted timely • Grantee must provide explanation of project progress if not requesting payment • Program areas will monitor grantees not requesting payment ADE Grants Management Division 9/24/2012

  10. Application – Initial Payment • Place all funds in RSP currently • No more initial payment through application • Grantee can request payment as soon as the application is approved ADE Grants Management Division 9/24/2012

  11. Payment Speed • Ongoing work with counties and grantees to accept ACH (direct deposit) payments • Work with counties to deliver data needed to expedite payments to Districts and Schools (Report Sample /Search Engine Sample Next Slide ) • Automatic payments processed 2-3 days; Individually evaluated payments processed 10-15 days ADE Grants Management Division 9/24/2012

  12. Payment Speed • County Report Search Engine County Report Sample ADE Grants Management Division 9/24/2012

  13. Completion Reports • Completion Reports Due 90 days after project close date • Payment Request process feeds final expenditure detail in Completion Report • Consistency in review and requirements for additional information ADE Grants Management Division 9/24/2012

  14. Interest on Federal Funds • Return all interest accrued at least quarterly • Previously $100 per grant was “excess” • Federal guidance states $100 per entity is “excess” • Report on interest accrued • Excludes Johnson O’Malley Indian Education and State grants • Working with USDOE to determine detail needed on returned interest ADE Grants Management Division 9/24/2012

  15. Questions? Contacts: • Todd Mason, todd.mason@azed.gov; (602) 364-1989 • General Questions: grants@azed.gov • Technical Issues: Sarah Hendrix, sarah.hendrix@azed.gov; (602) 542-4494 • Visit: http://www.azed.gov/grants-management/ for recording of Webinar and materials ADE Grants Management Division 9/24/2012

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