Grants Management Update

Transcription

1 Grants Management Update

2 Fiscal Grants Management Fiscal Year Details 2% Administrative CAP Definition for Request for Application and Proposal Function and Object Codes FDOE Contacts Conditional Release of Funds Frequently Used Budget Forms When should you amend a project? Common Fiscal Errors The DOE 200 (award) Resources

3 Office of Grants Management The fiscal year for federal entitlement funds is July 1 through on June 30. RFAs/RFPs received after the July 1 st start date will begin on the date of receipt in OGM. Generally, the effective date indicates all the Conditions for Acceptance are received in the Office of Grants Management. 3

4 Applications and Proposals RFA Refers to A Request for Application that is generally used in non-competitive programs. The Title III, Part A program requires a 2% indirect cost. This amount may differ from the districts approved percentage. RFP Refers to a Request for Proposal that is generally used in seeking applications that are competitive. Florida Department of Education (2015). Green Book

5 Need Assistance? Review the RFA/RFP and search for the program and grants management contacts located in the 900D/900E form. Program Contact = person(s) responsible for making sure the activities are compliant with federal and/or state law. 5

6 Need Assistance? (cont.) Grants Management = person(s) responsible for receiving and tracking the DOE 100A and other required forms and who is responsible for ensuring the budget is in accordance with federal and/or state law. 6

7 Conditional Release of Funds The FDOE Deputy Commissioner of Finance and Operations authorizes a percentage of entitlement funds to be available for a brief period of time pending the final approval of an application. 7

8 Two Important Books GREEN BOOK The primary purpose of this manual is to provide Florida school districts and charter schools with a uniform chart of accounts for financial, cost and budgetary reporting. This manual is also the basis for grant budgeting and reporting.

9 Two Important Books (cont.) RED BOOK The primary purpose of this manual is to provide Florida school districts and charter schools with a uniform chart of accounts for financial, cost and budgetary reporting. This manual is also the basis for grant budgeting and reporting. For more information on reporting for grants.

10 Frequently Used Budget Forms DOE 100A = Original intent to request funds and the legal binding document between agency heads and the FDOE. DOE 101S = Original budget (discretionary) 10

11 Frequently Used Budget Forms (cont.) DOE 150 = request to amend and approved project application and/or budget DOE 151 = accompanies the DOE 150 to reflect budgetary changes Change in scope, goals or objectives Change in project evaluation scope Change in deliverables Change in work task Change in key or types of personnel Disengagement of project director Budget Revision to implement program amendment Increase project amount Revise project period Change reporting dates (program or fiscal) Decrease allocation Terminate program A written request may be sent via to OGM and the corresponding program office for approval. 11

12 Frequently Used Budget Forms (cont.) DOE 150 = request to amend and approved project application and/or budget DOE 151 = accompanies the DOE 150 to reflect budgetary changes Change in scope, goals or objectives Change in project evaluation scope Change in deliverables Change in work task Change in key or types of personnel Disengagement of project director Budget Revision to implement program amendment Increase project amount Revise project period Change reporting dates (program or fiscal) Decrease allocation Terminate program A written request may be sent via to OGM and the corresponding program office for approval. 12

13 Common Issues Incorrect budget amount on Line D Total Project Amount Currently Approved on DOE 151 No notation for currency (commas, decimals) on project applications and amendment budgets. Agency s claim for Indirect Costs exceeds maximum allowed Incorrect or missing program name, project & TAPS numbers on DOE 150 & DOE 151 Use of Function & Object Codes not found in the Red Book, Florida College Accounting Manual or Statewide Object Code list (FLAIR) Use of Cents pennies in Requested Amounts and Estimated Roll Forward in project applications Inconsistent classification of Costs in Title III projects Year 1 line item is Administrative or Indirect Cost, Year 2 Direct. Program reservations (e.g. Parent & Family Engagement, Private School) unspecified in budget Itemized benefits (200 series Object Codes) missing from employee salaries Vague, general language etc., to include but not limited to, other used in project narratives and budget descriptions Line items in FLDOE final Project Disbursement Report (DOE 399) not matching line items found in approved project application & amendments Project applications & amendments submitted on outdated grants forms (DOE 100A, DOE 101/101S, DOE 150 & DOE 151) Incorrect Dun & Broadstreet (DUNS) and Federal Employer Identification (FEIN) numbers submitted on DOE 100A. 13

14 More Information for Reporting Grants Please see the Florida Department of Education s Project Application and Amendment Procedures for Federal and State Programs (Green Book) located at cts-grantsprocurement/grantsmanagement/pr oject-application-amendmentprocedur.stml. 14

15 DOE 200 (AWARD) An award from FDOE to an agency, one per project. 15

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17 Timelines and Special Conditions 17

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19 Contact Information Felicia Williams-Taylor, Program Specialist IV Bureau of Contracts Grants and Procurement Phone:

20 References 2 CFR , Indirect (F&A) Costs Bureau of Contracts and Grants & Procurement Address - CGPmailbox@fldoe.org Brustein & Manasevit, PLLC 2018 DUNS Number Florida Grants System (FLAGS) Florida Accounting Information Resource (FLAIR) Grant Forms Green Book Indirect Cost Red Book Reference Guide for State Expenditures United States Department of Education 20

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