online grants management system: budgeting, coding and management
TRANSCRIPT
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Online Grants Management System: Budgeting, Coding and
Management
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Title I Waivers
• Any district that requests a carryover in excess of 15% of the 2014-2015 allocation will not be able to request a waiver for the next two years. If you already requested a waiver for 2013-2014 carryover, you will not be able to request one for your 2014-2015 or 2015-2016 carryover. (Districts receiving less than 50K per year are exempt).
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Monthly Reporting
• All districts are required to submit monthly reports for their grants (even if zero balance) for every month of the grant’s life-cycle.
• When the final monthly report is being submitted, the “final report” box must be checked off so the NHDOE knows the grant is ready to close.
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Food Costs Relating to Supplies
• Food costs are not allowable for meetings unless the meeting produces a quantifiable product or outcome (i.e., working lunch).• Parent involvement is exempt from this
restriction.• http://www.education.nh.gov/instruction/i
ntegrated/documents/grant_funds_use_for_conf_and_mtgs.pdf
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Indirect Costs
• Please double-check and recalculate allowable indirect costs each time a change is made to the budgeted amount of a grant.
• When ready to submit the final report, recalculate indirect cost based on final amount PAID and not amount budgeted.
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Indirect Cost Calculation
• If full allocation is being budgeted:
• Full allocation amount divided by (100% + indirect cost rate) = allowable direct
• Full allocation minus allowable direct = allowable indirect cost• Ex: the District is budgeting for the full allocation of $100,000
and the District’s approved indirect cost rate is 3.4%• $100,000/1.034=$96,711.79• $100,000 - $96,711.79=$3,288.21 (maximum indirect cost
that can be taken)
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Budget Allocation
• If partial allocation is being budgeted:
• Add up all direct cost items and multiply by the Districts approved indirect cost rate.
• Ex: the District is budgeting for $87,500 of the full allocation of $100,000 and the Districts approved indirect cost rate is 3.4%.
• Direct cost line items (excluding the line identified as “indirect costs”) add up to $84,622.82
• $84,622.82 X .034 = $2,877.17 (Indirect Cost allowed)
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Start Date of Grants
• The grants management system defaults to a 7/1/15 start date. The date needs to be changed to the date the application is submitted.
• For paper applications the date in GMS needs to be changed to the date the paper application is submitted to the DOE.
• The start date cannot be before 7/1/15.
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Budget Section of Application
• All activity narratives need to be consistent with budgeted line item codes and amounts; always cross-check narratives when making any changes to budget lines.
• Consolidating multiple activities under a single activity section is not permitted.
• All indirect costs need to be consolidated under one activity with the “Indirect Cost” category type chosen.
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Budget Coding• Travel expense (580): this code is for use only with travel related
expenses (food, hotels, airfare) and not for the actual fees or registration costs for the related training or workshops attended.
• Stipends: Stipends should be coded to the salary expense code that the employee would normally use during their employment.
• Substitute Teachers: Substitute teachers should be coded under 120 (Salaries of Temporary Employees).
• New Computers and Communications Networking Equipment (734): this code should not be used for items such as desks or storage equipment used to house or transport computer equipment.
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Budget Coding
• DO NOT use the function codes in the 1200 series for Title 1 activities.
• Function codes should be consistent with the activity the funds are supplementing. Ex. “Regular Education Programs” 1100; “Summer School” 1430 etc.
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Budget Coding
• Instruction function codes in the 1000 series should only be used for activities dealing directly with the interaction between students and teachers.
• Administration, Support Services, and Professional Development should use function codes in the 2000 series.
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Categories
• A category must be chosen from the pull-down menu for EVERY activity in the grant.
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Additional Resources
• http://www.education.nh.gov/data/documents/fin_acct_handbk.pdf
• http://www.education.nh.gov/data/documents/grants_manage_handbook.pdf
• http://www.education.nh.gov/documents/fed_funds_handbk.pdf
• http://www.education.nh.gov/data/documents/indirect15_16.pdf