21 st cclc spring workshop alsip, illinois april 21, 2009
TRANSCRIPT
21st CCLCSpring Workshop
Alsip, IllinoisApril 21, 2009
InitialApplications/
Revised Budgets/ Amendments
ExpendituresThru: 12/31Due: 01/31
Amendment (if applicable)
Final Expenditures
Thru: 6/30Due: 07/31
GRANTPROCESS
SeptemberPayment
OctoberPayment
NovemberPayment
DecemberPayment
JanuaryPaymentFebruary
Payment
MarchPayment
AprilPayment
MayPayment
FinalPayment
Final Payment/PrepaymentDetermined
21st Century Grant Process
ExpendituresThru: 03/31Due: 04/30
July – submit your original application
Budget Amendment Due Dates
• Amendment is required if any one budget cell changes by 20% or $1,000 whichever is larger.
• June 30 end date– Amendment due by May 31, 2009.
• August 31 end date– Amendment due by July 31, 2009
Where Do I Find Budgets & Amendment Forms?
• www.isbe.net/21cclc
• Resources
• Budget amendment forms for grants by cohort year, i.e., FY05, 07, 08, 09.
• Continuation forms by year also; FY07, 08, 09.
• Everything you need is in your packet.
Onsite Budget Work
• Grantees will make appointments to work with ISBE consultants in Chicago or Spfld—May, June– 1 ½ hour increments if single grant– Double block time if you have multiple grants– Grantee Teams of Two
• Program person• Fiscal person
• Goal--To leave with a substantially approvable budget
• Final budget with original signature will be mailed to ISBE
• Budgets will not be finalized and a grant agreement sent to grantees until a Continuation Application and budget re received and reviewed in ISBE offices at Springfield.
Continuation Applications
• No automatic continuation of a grant
• Continuation Application and Budget must both be completed and mailed to ISBE.– If you work with us onsite prior to July 1, the begin date of the
grant will be July 1.
– If you do not work with us onsite prior to July 1, the begin date of the grant will be the date on which a budget is received at ISBE.
– Budget negotiations and corrections may continue after the date of receipt.
Changes for FY10
• Function 2300--Administration– Limited to 5% of the total budget allocation– Be sure to categorize correctly
• Food Costs—– Allowed for meetings that include family members and
that take place during regular mealtime hours• Maximum allowable is $10 per person • No for meals for computer classes, GED classes, and others
of this nature..
Subcontracting Attachment 10
To be completed by those who have subcontracting within their budget (Object 300 expenses) that are paid via a contract
Information required:– All pertinent information about subcontractor– Measurable and time specific services to be provided– Need and purpose– Amount to be paid– Projected number of participants to be served
Federal Guidance (2003)Private School Participation
• F-16: Are private school students eligible to participate in 21st CCLC activities carried out in public schools?
• Yes. Students, teachers, and other educational personnel are eligible to participate in 21st CCLC programs on an equitable basis. A public school or other public or private organization that is awarded a grant must provide equitable services to private school students, and their families. In designing a program that meets this requirement, grantees must provide comparable opportunities for the participation of both public- and private-school students in the area served by the grant.
• Grantees must consult with private school officials during the design and development of the 21st CCLC program on issues such as how the children's needs will be identified and what services will be offered. Services and benefits provided to private school students must be secular, neutral, and non-ideological.
Non Public AssurancesAttachment 11
• Smaller communities consult with the non public school (s) in the community
• Large cities– Must consult with nonpublic schools in the catchment area – Usually a one mile radius suffices
• Suburban or other highly populous areas—consult with those in the area/vicinity.
– Consult with those with like populations.
– We will be checking the Title I nonpublic lists to see if there are schools in your area
Credit Recovery Attachment 12
• Must be completed by all grantees that propose classes for credit recovery that are state-required graduation courses
– Course name– Amount of credit– Course description– Rationale for why this is supplemental
• Signature of superintendent of district issuing credit
• Signature of fiscal agent of grant
Consultants will look for:
Professional Development—– Funds must be included for a minimum of two
state level workshops
– If there are no funds listed in budget, we will look for explanation in the Continuation application as to how the PD will be paid for
Evaluation
• Funds must included in budget for evaluation purposes, function 2620– Internal– External
• If no funds allocated, we will be working with you on this.
Supplement vs. Supplant
• Cannot approve regular expenses—e.g. rent, utilities, etc., that are regular costs of “doing business.”
• Cannot approve expenses required by state law.– Principals’ and superintendents’ salaries and other
supervisory personnel required by state law cannot be charged to a grant.
– Payroll must be supported by time and effort documents.
– Only costs incurred as a result of the grant, e.g. additional clerical time, additional phone usage, renting a meeting room for professional development.
Payment Schedules
• Payments are requested in months as needed, based on projected dates of expenditures.
• Salaries and fringe benefits are expended in equal intervals and should be projected in this manner.
• Supplies, materials, and contracted services should be requested in month in which the expenditure is expected.
Non Allowable Costs
• Overnight or out of state travel for students
• Daily snacks/meals for students
• Food for Professional Development events, faculty, staff, or administrative meetings or for staff in any setting
• Clothing
Non Allowable Costs
• Equipment
• Incentives of cash, clothing, or others that are unreasonable in proportion to the amount of funding
• Furniture
• Staff events that include retreats, lock-ins, or similar
Non Allowable Costs
• Field trips that are purely recreational
• Membership dues to organizations, societies
• Promotional or marketing items– Pens, caps, totes, mugs, banners, etc.
More Non Allowable Costs
• Capital improvements or construction, remodeling, or renovation
• Credit recovery courses previously offered and paid for by district or other funds sources
• Supplanting
Salaries
• Payroll must be supported with time and attendance records.
• Salaries chargeable to more than one grant program or cost objective must be supported by appropriate time and effort (time distribution) records.
• People who work on multiple grants must have time pro-rated among the grants.
Indirect Costs
• Costs incurred for common or joint objectives that cannot easily and specifically be identified with a particular grant– Payroll– Accounting– Data processing
• Functions 2510, 2520, 2570, 2640 and 2660—if direct costs here, no indirect costs can be used on budgets
Indirect Costs, Continued
• CBOs/FBOs use the state average—not yet determined for FY10
• School districts can use the amounts in their NCLB consolidated applications (after October 1)– If use indirect cost rates, amendment will be necessary
• Universities use 8%
Out of State Travel• 50 or more miles from Illinois’s borders
• No out of state travel without prior permission from ISBE
• Submit request on letterhead with who, what, when, where, and why—Estimated total expenses.– Request should come from the fiscal agent, not the individual school– If more than one grant, e.g., Rockford, CPS, etc., be sure to include the
cohort this grant is from for proper placement into file
• Do not schedule airfare, hotel, etc. until permission is received
Grantee Requirements
• A complete copy of the current year grant agreement, approved budget, and approved amendments must be maintained by the grant recipient in a permanent file.
• Continuation applications with grant agreements and budgets must also be maintained in the permanent file.
• Documents are reviewed by ISBE staff and LPA contractors to determine fiscal and program compliance.
• EDGAR rules require that records be retained for three years after completing activities pertaining to grant funds or until all outstanding claims have been resolved.
Common Errors• Not enough detail
• Using zeroes, decimals, etc.
• Payment schedule not set up to reflect when payments are really needed (leads to excess cash on hand)
• Not putting wc/uc in Object 300
• Not delineating supplies
• Categorizing workers’ salaries in wrong place
• 2210 - salary here cannot be for time with student contact
More Common Errors
• 4000, 300 - not putting payments to government entities, LEAs here, regardless of service provided
• Not having original signatures on budgets and grant agreements
• Forgetting to mail hard copy after faxing
• Not establishing end date request
• Not submitting an original budget because believing continuation means automatic renewal
• Not keeping copies of the final approved budget which may have changes made by ISBE
RESOURCES
• www.isbe.net/funding/pdf/fiscal_procedure_handbk.pdf– Fiscal Policies and Procedures Handbook
www.isbe.net/21ccc
budget amendment forms
continuation applications
FUNDING & DISBURSEMENT SERVICES
DIVISION ADMINISTRATOR: TIM IMLERSUPERVISOR: MARY MORRISON (State/Federal Grants)FISCAL CONSULTANTS: KIM LEWIS & SALLY CRAYEXPENDITURE REPORTS: ERNIE BARROW
DIVISION PHONE NUMBER: 217.782.5256E-mail Addresses:[email protected]@[email protected] [email protected]@isbe.net
GRANTS & PROGRAMS DIVISION
• Division Administrator—217/524-4832– Gina [email protected]
• Division Supervisor– Marci [email protected]
• Springfield Consultants– Gail Meisner-- [email protected]– Gary Miller-- [email protected]
• Chicago Consultant--312/814-2220– Joe [email protected]
• Support Staff– Pam [email protected]
QUESTIONS?