Getting Your CSP Money

Transcription

1 Getting Your CSP Money 2016 FCSC Conference Charter School Program (CSP) Grant Session 1

2 Agenda The Life Cycle of an Amendment/Application Why is this different from last year s presentation? Budget Basics Common Hiccups and Setbacks The Final Countdown 2

3 Part I: The Life Cycle of an Amendment/Application Intake Specialist Review Other Program Office Reviews 3

4 Intake What happens when an amendment arrives at the Department? Intake in Grants Management (GM) Initial review Recorded in F.L.A.G.S. Sent to Program Office Intake in Program Office (Program Director) Check in to FLCSP.org Initial review Given to grant specialist Intake by Specialist Pre-review process Check into internal tracking database Check FLAGS expenditures vs. IER, Inventory Report* Request enrollment data from school Verify enrollment data with district Overview of Master Budget vs. draft budget worksheet (quick skim) Required Documents uploaded? 4

5 Specialist Review Update Master Budget Check math Give to Budget Analyst REVIEW REQUIRED DOCUMENTS New applicants and phase change to Implementation: review ALL Reallocations and increases within phases: review Board related documents BUDGET REVIEW In-depth comparison of draft budget with Master Budget Proposed line items allowable? Necessary? Reasonable? Suggest edits, request justification 5

6 Other Program Office Reviews 6

7 Part II: Why is this different from last year? 7

8 New and Improved for 2016 Federal Uniform Guidance Not much has changed in terms of intent, but to ensure stronger compliance, the approach must be adjusted Monitor, monitor, monitor! 8

9 New and Improved for 2016 FLCSP.org Budget Tool for 2016 cohort and going forward WILL make things easier for everyone, in the long run< <but we will all need to make some adjustments to allow it to work optimally 9

10 Part III: Budget Basics Tracking Expenses Using the Resources Available Asking the Right Questions Completing the Budget Worksheet 10

11 Tracking Expenses Maintain a master budget for the school Template available from program office website 2016 schools budget tool on FLCSP Monthly reporting to district REQUIRED! This is why 2016 schools will be required to report monthly expenditures in FLCSP See Handout #1 sample master budget 11

12 Tracking Expenses FLCSP Budget Tool (2016 cohort onward) Is intended to make reporting to Department and District easier annot fudge numbers, so all calculations must be whole, evenly divisible numbers Attachments allow flexibility 12

13 Tracking Expenses Keeping everyone updated Why? Gives you and your partners in the grant an idea of how well the school is adhering to the approved budget. School Administration Allows you to make a decision to increase or reallocate at the right time<before the cost has been incurred. Program Office District Management Organization 13

14 Tracking Expenses Your first line of defense against non-compliant expenditures! etter to ask permission than beg forgiveness< <because forgiveness is not a guarantee; Remember: The program office wants to help your school maximize its funding. Help us help you! 14

15 Using the Resources Available From the Feds Uniform Guidance Nonregulatory Guidance From the State Reference Guide for State Expenditures (DFS) DOT Mileage Viewer From the Department Red Book Green Book DOE Travel Manual 15

16 Using the Resources Available From the Program Office Forms Report templates Handouts Memoranda Resources tab in FLSP;org CSP web trainings From the District Capitalization thresholds Assistance when anticipating a potential budget variance 16

17 Asking the Right Questions HOW does it align with the mission and vision of the school? HOW much X HOW many? WHO will be using or benefitting from it? COMPLETE NARRATIVE WHERE will it be used/kept? WHAT is it? WHEN will the cost be incurred? 17

18 Asking the Right Questions Is it allowable? Is it necessary for implementation of the school? Is it reasonable?* *Is this budget cost reasonable and does it reflect the actions that a prudent person would take in order to determine whether cost is practical under the circumstances? (Uniform Guidance, 2 CFR ) 18

19 Asking the Right Questions Is this stockpiling? Is this recurring? Is this going to be readily understood by someone unfamiliar with the school? 19

20 Completing the Budget Worksheet Select Correct Form Use the Correct Codes Double Check Arithmetic Move to Implementation from Planning? DOE 101S Increase within Phase? DOE 151 Reallocate? DOE 151 Capitalization thresholds Supplies (500) vs. Equipment (600) Inventoried or Not? Rentals vs. Software Textbooks vs. Library Books COSTS ALL EVENLY DIVISIBLE Round to the nearest dollar Round individual item costs Quantity X Cost calculation = cost in total column Reallocations: Total increase = Total decrease See Handout #2 101s vs

21 Completing the Budget Worksheet Watch the Details Think About Compliance Gather Additional Information Keep TOTAL QUANTITIES in mind the program office will check against master budget! Use Red Book titles Curriculum does not always = Textbooks (520) A/V materials vs. Equipment Reallocate first, then increase in a second amendment NO. BRAND. NAMES. Consumables are recurring costs Include the cost of acquisition in the item cost (I.E. shipping, warranty) Check the Allowable Costs Guide Packs, bundles, kits What is included? How many students served? Include supplies or equipment? Services and consultants Be ready with quote/estimate Must include breakdown Must show the intended objectives for the services provided Include duration of: Rentals Warranties, maintenance Travel 21

22 Completing the Budget Worksheet <Just a few more things< When completing the DOE 150, be sure it is accurate, succinct, and flexible. Line item narratives should be descriptive, but brief. If the narrative is getting lengthy, consider an attachment< 22

23 Completing the Budget Worksheet <Just a few more things<!ttachments< For grouping items with the same function/object codes To provide justification<use school letterhead To provide additional details Quotes Product specifications AVOID: Copy/paste text from vendor website Links Quotes for another school or another year See Handout #3 example attachements 23

24 Part IV: Common Hiccups and Setbacks Expenditures Estimates Information Other Errors Resetting the Clock 24

25 Expenditures What are the issues? ISSUE: Spending Too Little School has not expended previously released funds School has not reported expenditures in a timely manner Expenditures have not been approved by the district CONSEQUENCE Increase Cannot Be Issued HOW to AVOID and/or CORRECT Report expenditures to the district monthly, before the 20 th Maintain good communication with the district can serve as backup Check with district and program office when coming in under budget 25

26 Expenditures What are the issues? ISSUE: Spending Outside Approved Budget School purchased more items than requested School expended more than approved line School purchased items not on approved budget (DOE 200) CONSEQUENCE Amendment may not be issued until IER has been approved Other potential consequences at non-programmatic levels HOW to AVOID and/or CORRECT Amend before you spend! Communicate with district and program office Even if district has reimbursed, program office will look at reports to determine if requests are REASONABLE 26

27 Estimates What are the issues? ISSUE: Estimating without research No basis for cost estimate Basing estimate on purchase from previous year Basing estimate on purchase for another school CONSEQUENCE Program office cannot approve line item HOW to AVOID and/or CORRECT Shop around Request updated quotes/estimates from past vendors Follow procurement processes 27

28 Information What are the issues? ISSUE: Inadequate Justification No supporting documentation Insufficient justification Information provided does not answer program office s question CONSEQUENCE Line item may not be approved HOW to AVOID and/or CORRECT!sk: Would this make sense to someone outside the project?!sk: How does this help the school meet mission/vision? If part of daily curriculum, be able to document 28

29 Other Errors What are the issues? ISSUES Requesting item after purchase Conflict of interest Duplicate/redundant items CONSEQUENCE Line item may not be approved Budget may not be approved HOW to AVOID and/or CORRECT Pay attention to effective dates Communicate before purchasing Provide full documents (not just excerpted pages) It s better to tell us concerns in advance, so we can help find a solution! 29

30 RESETTING THE CLOCK Adding in something brand new can make us start the review process all over again! Adding in additional previously approved items must be done with caution. School provides additional information/ justification Program office reviews new line item, requests additional information/ justification Program office advises school that a line item is not allowable School adds new line item OUR BEST ADVICE: Remember to look at master budget quantities With increases, don t feel obligated to add new things! You can always request more later. Ask your grant specialist See Handout #4 BEFORE & AFTER 30

31 Part V: The Final Countdown 31

32 The Final Countdown What happens after the specialist has completed their review? Specialist s district with any changes Updates master budget CSP Director Final overview of budget request DOE 200 signed, scanned, ed, and mailed Budget Analyst Resolves IER and Inventory concerns Double checks specialist s work *2016 Cohort* inputs budget in FLCSP Grants Management Reviews for their own standards Generates DOE

33 Charter Schools Grant Team Adam Emerson, Charter Director Yolanda Miranda-Hill, CSP Grant Director Horace Taylor, Budget Analyst Stacey Cahan, CSP Grant Specialist 33

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