2010-11 dropout prevention grant reporting requirements

2010-11 DROPOUT PREVENTION GRANTREPORTING REQUIREMENTS

Items You Should Have Received from the Committee Request for Payment of Appropriation(s)

from North Carolina General Fund form.

Statement of No Overdue Tax Debts.

Vendor Electronic Payment form (for recipients who want their payments sent electronically).

Items I Should Have Received from You Signed and notarized Request for

Appropriations form.

Non-profit agencies must submit all items in Part B of said signed and notarized form.

Signed Vendor Electronic Payment form with

an attached original-voided check.

Items You Will Receive from Me

Contract letter.

Two contracts for your signature.

North Carolina General Statute 143C-6-21.

We Gave You What You Requested, So When Do We Get Paid? All signed contracts from you will be

forwarded to the DPG Chairperson for signature.

Upon receipt of contracts, payments will be entered on the nearest pay date in January 2011.

Payment letters will accompany a copy of the signed contract and/or 1st payment.

Now That We’ve Got Our Money, What’s Next?

Submission of reporting requirements.

Reporting requirements are to be submitted online at http://www.ncgrants.gov.

What Are Reporting Requirements?

Reporting requirements are an auditing tool that is due to the State of North Carolina and is completely different from EDSTAR.

OSBM (Office of State Budget and Management) wants to know what your organization is all about, how much funding your organization received, and how the funds you received were spent.

When Are They Due? Reporting requirements are due six (6)

months after the organization’s fiscal year ends if the total amount of the state grants is less than $500,000.

Reporting requirements are due nine (9) months after the organization’s fiscal year ends if the total amount of the state grants is $500,000 or more. A yellow-book audit is required.

How Do We Submit the Reporting Requirements?

At least two people in the organization should have access to NCGrants in order to submit the reporting requirements online due to personnel changes, etc., to prevent reporting delays.

You must have NCID security.

I’m In It, What Do I Do Now? Once you’ve accessed the website,

you will see on the top of the screen “Grantee Success” in red letters.

Below it will be the year of your grant award(s) and grant level, and colored folders.

Folder Definitions

The grey folder represents “No Disbursements.”

The blue folder represents “Not Submitted.”

The yellow folder represents “Submitted/Work in Progress.”

The red folder represents “Rejected.” The green folder represents “Approved.”

Level 1 - < $25,000 Due 6 months after organization’s

fiscal year end.

The following reporting requirement items need to be submitted:

Certification Statement, and State Grants Compliance Reporting

Level 2 - $25,000 but < $500,000 Due 6 months after organization’s fiscal year end.

The following reporting requirement items need to be submitted:

Certification Statement, State Grants Compliance Reporting, Program Activities and Accomplishments, and Schedule of Receipts and Expenditures.

Level 3 - $500,000 or More Due 9 months after organization’s fiscal year

end.

The following reporting requirement items need to be submitted:

Certification Statement, State Grants Compliance Reporting, Program Activities and Accomplishments, and Yellow-Book Audit

This preceding information can be found at http://www.ncgrants.gov.

It is located at top of the page, click on the Publications & Reports Section.

Everything Has Been Submitted, Are We Okay? E-mail Gene Bruton at

gbruton@dpi.state.nc.us or call him at (919) 807-3726 to alert him.

Include the following in the e-mail or telephone call: your organization’s federal identification number and telephone number.

What Happens When We Do Not Submit The Reporting Requirements? Non-profit agencies who fail to submit the

reporting requirements are put on a Suspension of Funding List (SOFL) by OSBM. This information is based on the non-profit agency’s fiscal year end.

OSBM contacts the grantors and grantees alerting them on a monthly basis. Grantors are instructed by OSBM not to disburse funding until the reporting requirements have been submitted and approved by the granting agency(ies).

Deadline to Spend DPG Funds If your organization received funding for the

2008-09 fiscal year, the deadline was August 31, 2010—please submit the refund immediately payable to: NC Department of Public Instruction. In the check memo, write 2008-09 DPG Refund.

If your organization received funding for the 2009-10 fiscal year, the deadline is June 30, 2011.

If your organization received funding for the 2010-11 fiscal year, the deadline is June 30, 2012.

Things to Remember Alert DPI of any changes, i.e., personnel,

contact information, etc.

If your organization received DPG funding for FY 2008-09 and had unexpended funds as of August 31, 2010, you must submit DPI a refund immediately.

Please be sure that there are adequate funds in your organization’s bank account prior to submitting the refund.

Things to Remember (cont’d) Reporting requirements are due six (6)

months after the fiscal year end online to OSBM at http://www.ncgrants.gov after your organization’s fiscal year ends if you received less than $500,000.

Reporting requirements are due nine (9) months after the fiscal year end online to OSBM at http://www.ncgrants.gov after your organization’s fiscal year ends if you received $500,000 or more.

If You Need Help, Ask For It—We Are Here to Assist You. Call Nicol Mitchell-Richardson at (919) 807-3742

or e-mail nmitchel@dpi.state.nc.us if you have questions regarding your payments and reporting requirements.

Call Eugene Bruton at (919) 807-3726 or e-mail gbruton@dpi.state.nc.us if you have questions regarding approval of reporting requirements and/or SOFL.

Call Debora Williams at (919) 807-3912 or e-mail dwilliams@dpi.state.nc.us if you have budget changes.

Resources

NCGrants--Starting point for reporting on grant awards: Website: http://www.ncgrants.govTechnical Helpdesk:

ncgrants@osbm.nc.govQuestions about reports? Contact the

state agency in charge of your organization’s state grant.

QUESTIONS