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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov
Jackie Shivers- Director of Quality SupportCharlene Godfrey – Financial Auditor
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 2
Where can I find the Reconciliation form?www.decal.ga.gov
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 3
Enter PANDA User ID and Password
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 4
Look for RECONCILIATION
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 5
Purpose
The Reconciliation Report shall include
supporting documentation to verify that
funds were spent in appropriate
categories for their intended uses.
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 6
Purpose: Demonstrate Use of Funds
Cost of Pre-KOperations
• Received - $86,900
• Expended - $86,900
Cost of Pre-K Operations (more)
• Received - $86,900
• Expended - $88,000
In any scenario, DOCUMENTATION to support
expenditures is ESSENTIAL.
• Received - $86,900
• Expended - $80,000
Cost of Pre-K Operations (less)
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 7
Documentation is Essential
17.7 Record Keeping
The Pre-K provider is required to keep all receipts
and other records necessary to support figures
reported on the annual reconciliation report. If a Pre-
K program is audited and receipts and other records
are not available to support these amounts, funds
must be returned to Bright from the Start.
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 8
Expenditures on Reconciliation Report
For those expenditures claimed, the following must be available for verification:
• Canceled Checks (front & back)
• Bank Statements
• Paid Invoices/Receipts
• Executed Contracts
This is only a partial listing
• Payroll Support
• Payroll Taxes Paid
• Copies of W-2’s /1099’s
• Personnel Documents
• Memos Regarding
Hiring/Termination
• Compensation
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 9
COMMON MISCONCEPTIONS
• Credit card statements – are commonly
thought of as sufficient documentation.
• Expenses NOT paid by the provider can
be claimed as Pre-K expenditures.
• Unallowable costs (or portion of costs)
are counted even though unallowable.
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 10
KEEP IN MIND
• Supplies charged to credit cards must be
paid IN FULL to be counted in full.
• Credit card interest, is NOT an allowable
Pre-K cost.
• Credit card statements with rolling balances
and minimum payments will not provide
adequate documentation
• Capital Expenditures – Not Allowable – 17.6
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 11
DEFINITIONS
Allocations: The process of shifting
costs to cost objects, using a rational
basis of allotment, see 20.1
• Allocations should be done at the
beginning of the school year.
• Records should support an accurate
and detailed accounting of all monies
spent
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 12
Allocation
Example:
• 40 Pre-K children out of 100 total
children = 40% allocation
• 40% x $$$$ = Allocated to Pre-K
• 1,000 square feet out of 2,000 square
feet used for Pre-K
• 50% x $$$$ = Allocated to Pre-K
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 13
Remember To….
• Use the most logical basis
• Allocate for shared resources
• Allocate for shared expenses
• Properly allocate
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 14
Knowledge is Key
• Know how the allocation was determined.
• Be prepared to communicate how shared
costs are distributed.
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 15
Start-Up Reconciliation
Line 1- Total Start-Up Payment
Line 2- Total Start-Up Purchases
Line 3- Start-Up Balance
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 16
Line 4 – Instructional Supplies & Materials
• Programs must spend a minimum of
$1,000 per classroom for materials and
supplies.
• These funds are included in the Pre-K
operating grant agreement.
• Use the Pre-K Basic Equipment, Materials,
and Supplies Inventory List (Appendix H).
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 17
Line 4 – Instructional Supplies & Materials
• $1,000 minimum is required for each
classroom unless a waiver is obtained.
• A waiver is approved for one year
only.
• Paying less than the required
minimum for instructional supplies &
materials will result in a balance due
to Bright from the Start.
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 18
Line 4 – Instructional Supplies & Materials
OBTAINING A WAIVER:
• Submit specific request to your Pre-K
consultant for approval.
• Technology (Smart Board but not a
computer)
• Stationary playground equipment
• Field trips
• Teacher salary & benefits
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 19
Line 4 – Instructional Supplies & Materials
• Report the 2017 special payment of $300
per classroom for instructional materials on
line 4.
• The total purchasing requirement for
instructional supplies and materials for
school year 2017 is $1,300.
• Waivers will not be approved for the
$300 special payment.
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 20
Line 5 – Instructional Other (field trips etc.)
Examples Include:
• Field Trips
• Foreign Language Instruction
• Music Instructor
• Dance Instructor
• Character Education
• Storyteller
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 21
Line 6 – Stationary Playground Equipment
Must be pre-approved by your consultant
• Operating Guidelines 17.3
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 22
Line 7 – Technology
• Must be pre-approved by your consultant
• See Operating Guidelines 17.4
• Approval is not required for technology
included in the Georgia’s Pre-K Program Basic
Equipment, Materials, and Supplies Inventory
List (see Appendix H)
• Digital camera or Printer
• Desktop/laptop/notebook computer
• Tablet (ex: IPAD, Samsung Galaxy, Android)
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 23
Line 9 – Lead Teacher Base Salary
• Refer to the Providers’ Operating
Guidelines 12.6 for salary components.
• Report the Gross Base Salary for all Lead
Teachers.
Paying less than the minimum Lead
Teacher’s Base Salary will result in a
balance due to Bright from the Start.
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 24
Line 9 – Lead Teacher Base Salary
• Make sure that Lead Teacher Base Salaries
correspond to the appropriate credentials
by reviewing your Payment Advice
monthly.
• Providers are required to pay a minimum of
90% of the Base Salary.
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 25
Line 10– Lead Teacher Supplemental
Compensation
• The Supplemental compensation is based
on the Lead Teacher’s work history.
• Providers are required to pay 100% of the
Supplemental compensation.
• This Supplement should be part of the Lead
Teacher’s salary and paid along with the
Base salary.
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 26
Line 10 – Lead Teacher Supplemental
Compensation
• The Supplement may not be used as a
bonus.
• It is not acceptable to hold the Supplement
and pay mid-year or at the completion of
the school year.
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 27
Pre-K Payment Advice
• Log into PANDA.
• In the left-hand menu, click the
View/Print Pmt Advices menu
item. Note: You must have either
the Provider Management or
Provider Finance role assigned to
your PANDA user ID.
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 28
Pre-K Payment Advice
• Select the appropriate school year from the drop-down box.
• Enter a date range
• Click Search.
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 29
Pre-K Payment Advice
• Click the hyperlink under Processed Date, or check the Select to Print checkbox and click the Print Payment Advice.
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 30
Pre-K Payment Advice
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 31
Pre-K Payment Advice
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 32
Pre-K Payment Advice
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 33
Pre-K Payment Advice
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 34
Payment Advice Instructions
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 35
Line 11 – Lead Teacher Benefits
• Any portion of benefits that you pay
• Health coverage
• Life insurance
• Dependent child care
• Center’s portion of federal and state taxes
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 36
Line 12 – Sub-Lead Teacher Salary
• Report the Gross Salary/Wages for all
substitute lead teachers.
• This line is added to Line 9 to determine if
the minimum salary was met.
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 37
Line 13 – Assistant Teacher Salary
• Refer to the Providers’ Operating
Guidelines 13.4 for salary requirements.
• Providers are required to pay 100% of the
total salary funded for Assistant Teachers.
• Report the Gross Salary for all Assistant
Teachers.
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 38
Line 13 – Assistant Teacher Salary
• Supplemental Compensation is not
provided for Assistant Teachers.
Paying less than the minimum
Assistant Teacher’s Salary will result in
a balance due to Bright from the Start.
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 39
Line 14 – Assistant Teacher
Benefits
• Any portion of benefits that you pay
• Health coverage
• Life insurance
• Dependent child care
• Center’s portion of federal and state taxes
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 40
Line 15 – Sub-Assistant Teacher Salary
• Report the Gross Salary/Wages for all
substitute Assistant Teachers.
• This line is added to Line 13 to
determine if the minimum salary was
met.
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 41
Line 8 – Unreimbursed Food Expenses
Charge ONLY food costs for:
• Pre-K students
Charge ONLY food costs that are:
• Unreimbursed
• Properly allocated
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 42
Line 8 – Unreimbursed Food Expenses
Reimbursement Sources:
• Food Program Participation
• School Breakfast Program CFDA# - 10.553
• National School Lunch CFDA# - 10.555
• Child and Adult Care Food Program CFDA# -
10.558
Other programs exist that should be considered
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 43
Line 8 – Food Cost Allocation
Monthly Food Expense: $3,500 $ 2,000
Program Reimbursement: - 3,000 - 3,000
Unreimbursed Food Costs: =$500 =($1,000)
Proper Allocation: $500 $ 0
(allocating w/example percentage) * 40% * 40%
Pre-K’s portion of food costs: = $200 = 0
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 44
Line 8 – Unreimbursed Food Expenses
If you do not receive reimbursement from a
Food Program, identify whether fees for food
are:
• Separately charged
• Included in parent fees (before/after
care
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 45
Line 8 – Unreimbursed Food Expenses
Monthly Food Expense: $3,500 $2,000
Per Child Monthly Food Fee: ($120 * 22 paying
children)
Total Monthly Fees Collected: - 2,640 - 2,640
Unreimbursed Food Costs: = $860 =($640)
(allocating w/example percentage) * 40% * 40%
Pre-K’s Portion of Food Costs: $ 344 $ 0
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 46
RULE OF THUMB
Pre-K pays food costs ONLY when:
• Costs are 100% Pre-K
OR
• Pre-K portion is properly allocated
AND
• Expenditures EXCEED food revenue or reimbursement
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 47
Line 16 – Other Employees
Pre-K’s portion of Gross Salary for:
• Cook
• Bus driver
• Other non Administrative personnel
The most logical allocation basis is ALWAYS used
when calculating Pre-K’s portion
• Cook prepares meals for Pre-K
• Bus driver transports Pre-K children
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 48
Line 17 – Transportation
• Transportation services are optional and may
be provided for enrolled Pre-K children.
• Transportation reimbursement shall be provided
for any Category 1 child transported to and from
the Pre-K Program.
• Field trips are not considered as transportation
eligible for reimbursement.
• See Operating Guidelines – 5.9
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 49
Line 18 – Other Operating Costs
Allocation of:
• Rent or Mortgage
• Cleaning
• Insurance (Workers Comp, Liability)
• Utilities
• Telephone
• Fingerprint Requirements
• Staff Training Expenses (lodging, meals, travel)
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 50
Line 18 – Other Operating Costs
Monthly Rental Expense: $1,000
(1/2 of bldg. sq. footage used for Pre-K) * 50 %
Pre-K’s portion of Rent: $ 500
Shared costs are allocated :
• Up to 10 Months or length of grant agreement period
• Once the shared expense payment is made
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 51
NOTE:
Utility Bills must be available for review.
Mortgage statements or rental/lease
documentation must be available for review.
Expenses must be PAID to be considered.
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 52
Other considerations:
Expenses that are not allowable:
• Capital Improvements – 17.6
• Late fees and other punitive charges
• Expenses that do not directly benefit Pre-K
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Line 19 – Total Direct Costs
Total is automatically calculated
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ADMINISTRATIVE COSTS
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 55
Line 20 – Director’s Salary
The amount of Pre-K funds used to pay the director’s
salary.
Directors Salary (DS) $40,000
Allocation of: *
Pre-K Lead & Assistant 2 = 16% (example rate)
Total Staff 12
Pre-K’s Portion of DS = $6,400
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 56
Line 21 – Office Supplies
Front office expense allocated to Pre-K (paper,
printer ink, etc.)
Total Office Supply Expense (OSE) $4,000
Allocation of: *
Pre-K Teachers 2 = 16% (example rate)
Total Staff 12
Pre-K’s Portion OSE = $640
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 57
Line 22 – Bookkeeping/Clerical
Allocation of bookkeeping services and clerical help
needed to maintain Pre-K expenses and records
Bookkeeping and Clerical Expense $7,000
Allocation of: *
Pre-K Revenue 70,000 = 14% (example rate)
Total Revenue 500,000
Pre-K’s Portion = $980
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 58
Line 23 – Royalties
If you pay franchise fees or royalties, the Pre-K
allocation is as follows:
Total Royalty Expense $15,000
Allocation of: *
Pre-K Revenue 70,000 = 14% (example rate)
Total Revenue 500,000
Pre-K’s Portion = $2,100
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Bright from the Start: Georgia Department of Early Care and Learningwww.decal.ga.gov 59
Line 24 – Total Administrative Costs
• PANDA will allow up to 6% for
administrative expenses, see
guidelines section 17.1.
• Please enter the total amount of
allocated administrative expenses
incurred even if the total amount
exceeds 6%.
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Line 25 – Special Allotments
• Report the total amount spent with Special
Allotment funding.
• Expenditures purchased with Special
Allotment funds must be paid for by the
deadline date.
• Any Special Allotment funding not used will
result in a balance due to Bright from the
Start.
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Line 26/A – Total Pre-K Payment
Total Amount paid by Bright from the Start
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Line 27/B – Total Expenditures
The total is automatically calculated
Lines 19 + 24
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Line 28/C – Balance
The balance is automatically calculated.
Brackets are displayed when you spend
more than you were awarded.
Line A - Line B = Line C
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Line 29 - Amount Due (Breakdown of
Funds Due)
• In PANDA, this area indicates the amount due by
category.
• Remit the balance due to Bright from the Start
when you submit your reconciliation.
• Remit payment in the form of a cashier’s check or
money order made payable to Bright from the Start.
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Help Submitting Your Report
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Questions?
Or Write
2 Martin Luther King Jr. Drive SE,
East Tower, Suite 754, Atlanta GA 30334
Attention: Audits and Compliance