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Perkins 2016 Secondary Final Report Instructions

GMS Access Select Tab

1) After logging in, click on GMS Access/Select 2) Select Fiscal Year: click on the drop-down box and select 2016

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GMS Access Select Tab

1. Check to make sure the that the fiscal year selected is 2016 2. Click on Payments on the appropriate Perkins Consolidated Application: Perkins

Secondary Consolidated or Perkins Post Secondary Consolidated.

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Payment Summary Tab

1. Click View Reimbursements Requests/Expenditure Reports

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Reimbursement/Expenditure Report Menu Tab

1. Click on the drop-down box and select the funding source being reported, Select either Perkins Secondary Federal or Perkins Secondary Reserve based on the funding sources from the district’s approved 2016 Perkins Grant Application.

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Reimbursement Request/Expenditure Report Tab BEFORE - Expenditure Report is Created

1. In the Expenditure Reports section of the page click CREATE Expense Report.

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CONTACT INFORMATION TAB –

The Contact Information tab is pre-populated with information from the most current entries made by the applicant LEA under the LEA Central Contact link. To make any changes to contact information access the LEA Central Contact link on the EWEG system Main Menu, open the most current year selection, and enter the necessary contact updates. The updated information then will appear under the Contacts tab in the final expenditure report. It is important to ensure that the most current contact information is listed in the LEA Central Contact link, as whenever activity occurs on the final expenditure report (e.g., Returned for Changes, Submitted to NJDOE, Final NJDOE Approval), the EWEG system automatically sends critical e-mails to the e-mail addresses listed under the Contacts tab in the final expenditure report (i.e., Chief School Administrator/College President, Business Administrator, and Perkins Project Director). In addition, the NJDOE Perkins Program Officer and staff in the Office of Grants Management (OGM) use the e-mail addresses and telephone numbers to contact the applicant LEA with questions/comments about the final expenditure report. If this contact information is not updated, the appropriate individual at the LEA may not receive the e-mails generated by the EWEG system and the NJDOE reviewers may not be able to contact the applicant LEA. As a result, the applicant LEA may not realize further action is necessary in order to continue with the final expenditure report review and approval process. For additional assistance, please contact the EWEG Help Desk at eweghelp@doe.state.nj.us.

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Equipment Inventory Tab: 400-731 Instructional Equipment Subtab –

Effective July 1, 2001, the capitalization threshold used by school districts and charter schools in the State of New Jersey was increased to more than $2000 per unit (see Appendix B, page B-1 of The Uniform Minimum Chart of Accounts (Handbook 2R2) for New Jersey Public Schools). Please note: Equipment is any instrument, machine, furniture, apparatus or set of articles, which meets all the following criteria: 1. It retains its original shape, appearance and character with use;

2. It does not lose its identity through fabrication or incorporation into a different or more complex unit or substance;

3. It is nonexpendable- that is, if the item is damaged or some of its parts are lost or worn out, it is more feasible to repair the item than to replace it with an entirely new unit;

4. Under normal conditions of use, including reasonable care and maintenance, it can be expected to serve its principal purpose for at least one year; and

5. The item costs more than $2000. Definitions: Instructional Equipment – equipment for use by students and instructional staff for direct instruction. Non-instructional Equipment – equipment used to provide other than direct services to students.

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Expenditure Summary Tab (All Funding Sources: Fed., State and Federal Reserve)

The purpose of this tab is to reconcile the expenditures reported by the LEA with the last

approved budget and the payments made to date and to determine if:

a final payment is due to the LEA;

the LEA was paid more than they expended; and/or

there are funds to be returned to NJDOE.

Total Reported Expenditures – As reported by the LEA on the Expenditures tab.

Paid to Date – Reimbursements requested by and paid to the district.

Final Payment (positive difference) – If the expenditures exceed the paid to date

amount, a final payment will be sent to the district automatically upon approval of the

Final Expenditure Report.

Overpayment (negative difference) – If the paid to date amount exceeds the

expenditures, the LEA was paid more than they expended. This amount may be carried

forward and expended in the subsequent year, but will not be paid again. Alternatively,

the district may choose to refund the overpayment and not carry the funds forward.

Important: If you make any changes on the Expenditures tab, come back to the

Expenditure Summary tab and update it by clicking calculate totals and save page

again.

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If you wish to refund an overpayment and not carry it over to the subsequent year, check the box at the bottom of the page. Save the page. Then mail a check for the refund amount made payable to the “Treasurer, State of New Jersey,” along with a copy of the Final Report Expenditure Summary screen that shows the amount to be refunded for the title to:

New Jersey Department of Education Office of Budget and Accounting Revenue and Grant Accounting

PO Box 500 Trenton, NJ 08625-0500

For additional assistance, please contact the EWEG Help Desk at eweghelp@doe.state.nj.us

A. Total Funds Available – Includes the allocation for the year being reported, any

carryover and/or overpayments from the prior year, and any transfers.

B. Final Approved Budget – The last approved budget either from the original

application or a subsequent amendment. If the final approved budget does not match

the funds available, the LEA must submit an amendment before the final report can be

submitted.

C. Total Reported Expenditures – As reported by the district on the Expenditures tab.

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Expenditures Tab (all titles)

1. Select the expenditure period end date.

2. Check the Final Expenditure checkbox.

3. Enter the Program Expenditures and the Administration Expenditures in the white

textboxes for each budget category. The total amount entered cannot be more than the

Approved Budget.

4. Click Calculate Totals and then Save Page.

5. If the LEA had expenditures for equipment, go to the Equipment Inventory and enter the

requested information including amounts. Save the Equipment Inventory page. The

equipment totals will automatically transfer to the Expenditures tab, but you must Calculate

Totals and Save Page to update it.

6. If the total transfers exceed 10% of the budget or if expenditures are entered on an

unopened (unbudgeted) line, enter an explanation in the text box at the bottom as to why

the LEA did not submit an amendment to revise the budget.

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Upload Tab

1. Upload any supporting documentation necessary for the NJDOE reviewers to review and

approve the final report. Such supporting documents may include delivery manifests

showing actual equipment delivery dates is usually necessary only in rare instances as

requested by NJDOE reviewers.

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Submit Tab: Consistency Check

1. Select the Consistency Check button.

2. The EWEG System is structured to perform “validation checks” on information Entered

throughout the entire Perkins Final Expenditure Report. Through the Consistency Check process,

The EWEG system verifies whether or not an error has occurred in the entry of data on each

final expenditure report screen.

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Submit Tab:

1. After the Consistency Check has been run successfully the LEA may submit the

application for NJDOE review by clicking the “Submit to NJDOE button. The above

message is a reminder that by clicking the” Submit to NJDOE” button the LEA is

submitting the application to the NJDOE for Review and that no further changes will be

possible once submitted.

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Submit Tab: Application Submitted for Review

Note: Once the application has been submitted the message above will appear on the screen to

indicate that the final expenditure report has been submitted successfully.