boost grants program budget drafting guide11.19

8
Functions Tab In order to be approved, grantee budgets must be uploaded in the GaDOE’s vendor portal, which means they must follow GaDOE's Chart of Accounts. Budgets must accurately reflect both expense types (the function code) and expense categories (the object code). Please refer to the worksheets (tabs) marked "Functions" and "Objects" in the GaDOE Budget Drafting Template Excel file provided to you by GSAN for help determining the correct codes to use. In the interest of making this process as simple as possible the BOOST team worked directly with GaDOE to determine which codes are most likely to be used frequently in your budgets. You will find that the function and budget code pages have been manually re-sorted to show these codes at the top of the document. Grantees should be aware that if they re-order the list while working in the spreadsheet they will no longer be able to easily retrieve commonly used codes. By using this template, your budget will be formatted and prepared for easy transfer to the GaDOE vendor portal. Please review your budget carefully – BUDGETS CODED INCORRECTLY OR SUBMITTED OUT OF ALIGNMENT WITH YOUR BOOST PROJECT MAY BE REJECTED. www.afterschoolga.org/boostresourcehub Learn More Completing your GaDOE-friendly BOOST Budget Draft Download the BOOST Budget Drafting Template Excel document (available at afterschoolga.org/boostresourcehub). 1. 2. Once open, the file will look like this with examples provided in the first 9 rows. PLEASE DELETE EXAMPLES. Objects Tab GSAN Use Only (no action required)

Upload: others

Post on 10-Apr-2022

1 views

Category:

Documents


0 download

TRANSCRIPT

Page 1: BOOST Grants Program Budget Drafting Guide11.19

Functions Tab

In order to be approved, grantee budgets must be uploaded in the GaDOE’s vendor portal, whichmeans they must follow GaDOE's Chart of Accounts. Budgets must accurately reflect bothexpense types (the function code) and expense categories (the object code). Please refer to theworksheets (tabs) marked "Functions" and "Objects" in the GaDOE Budget Drafting Template Excelfile provided to you by GSAN for help determining the correct codes to use. In the interest of makingthis process as simple as possible the BOOST team worked directly with GaDOE to determine whichcodes are most likely to be used frequently in your budgets. You will find that the function andbudget code pages have been manually re-sorted to show these codes at the top of thedocument. Grantees should be aware that if they re-order the list while working in thespreadsheet they will no longer be able to easily retrieve commonly used codes. By using thistemplate, your budget will be formatted and prepared for easy transfer to the GaDOE vendor portal.Please review your budget carefully – BUDGETS CODED INCORRECTLY OR SUBMITTED OUT OFALIGNMENT WITH YOUR BOOST PROJECT MAY BE REJECTED.

w w w . a f t e r s c h o o l g a . o r g / b o o s t r e s o u r c e h u b

Learn More

Completing your GaDOE-friendly BOOST Budget Draft

Download the BOOST Budget Drafting Template Excel document (available atafterschoolga.org/boostresourcehub).

1.2. Once open, the file will look like this with examples provided in the first 9 rows. PLEASE

DELETE EXAMPLES.

Objects Tab

GSAN Use Only (no action required)

Page 2: BOOST Grants Program Budget Drafting Guide11.19

w w w . a f t e r s c h o o l g a . o r g / b o o s t /

Learn More

4. In the second column marked "Fiscal Year" enter the year in which the expenditure will takeplace. Because this is a year-one budget, 2022 is the ONLY valid answer.

5. For the third column marked "Grant Program" enter ESSER III-BOOST as shown below.This grant program name will be slightly different when you build your budget in theMyGaDOE portal, but the exact working title hasn't been finalized at this time.

3. In the first column marked "Type" enter the program allotment from which theexpenditure will be made. Because afterschool and summer are the only program typeseligible to use BOOST dollars, select either Afterschool or Summer from the dropdownmenu by clicking on the white arrow button to the right of the cell.

For the fourth column marked "Function" grantees are required to select the functioncode that most accurately describes the program area receiving or using the expenditure.For example: Function Code 1000 refers to expenses related to the area of Instruction asdetailed in the accompanying description. PLEASE READ DESCRIPTIONS CAREFULLYPRIOR TO SELECTION.

6.

Page 3: BOOST Grants Program Budget Drafting Guide11.19

Select From Objects Tab

Enter On Budget Template Tab

w w w . a f t e r s c h o o l g a . o r g / b o o s t /

Learn More

7. In the fifth column marked "Object" grantees are required to select the object code thatmost closely describes each line item. OBJECT CODES VARY IN SUBTLE WAYS. For examplecode 110 should only be used to refer to teacher-related expenditures that fit thefollowing description: "The contract salary of full-time and part-time teachers whoseemployment requires that they hold a valid Georgia teacher certificate." PLEASE READDESCRIPTIONS CAREFULLY PRIOR TO SELECTION.

8. In the column marked "Units" enter the total number of "Objects" (e.g. salary positions,laptops, supplies etc.) referenced in column 4.

Page 4: BOOST Grants Program Budget Drafting Guide11.19

10. Once the "Unit" and "Price" cells are populated, Column eight marked "Amount"will AUTO-CALCULATE the total cost of the proposed budget item. YOU DO NOTNEED TO MANUALLY ENTER OR CHANGE THIS NUMBER.

w w w . a f t e r s c h o o l g a . o r g / b o o s t /

Learn More

9. In the seventh column from the right marked “Price" list the cost PER UNIT of the "Object"referenced in column 4.

Save the document to your computer as: [Org. Name] BOOST Budget Draft. Attach toan email, and send to: [email protected]. PLEASE USE THE SUBJECT LINE:[Org. Name] BOOST Budget Draft.

11. In the final column marked “Description,” please clearly detail the items purchased andtheir purpose. Include any details that will help GaDOE connect the purchase to yourapproved project.

12.

e.g. Acme Afterschool Inc BOOST Budget Draft.xlsx

Subject Line: Acme Afterschool Inc BOOST Budget Draft

Page 5: BOOST Grants Program Budget Drafting Guide11.19

w w w . a f t e r s c h o o l g a . o r g / b o o s t /

Learn More

Using your computer's filenavigation panel, find the Excel fileyou need to work on.

1. 2. Once located, open the file bydouble clicking it.

3. Select the sheet you'd like to addrows to in the bottom left cornerof the document.

4. Select the first cell of the row youwish to duplicate.

5. With the row selected, click"Insert" on the far right side of the"Home" ribbon.

6. Select "Insert Table Rows Above" A new row of the same type willappear above your selected row.

How to add rows to an Excel Document

"Home" ribbon

Page 6: BOOST Grants Program Budget Drafting Guide11.19

w w w . a f t e r s c h o o l g a . o r g / b o o s t /

Learn More

Eligible Expenses (This list is not comprehensive; submit additional questions

directly to technical assistance.)

Reduction in costs to families for participation (e.g., sliding fee scales, lowered participation fees, scholarship programs,etc.) Expansion of existing program: number of summer weeks and hours, number of children served, staffing, space,activities, add a site, etc. Establishment of a new program Salaries and fringe benefits Professional learning and training related to the improvement of the program(s) Approved field trips Consultants, subcontractors, and evaluators Program materials and supplies (must submit Technology Request Form for technology items. Form can be found herein the Helpful Tools section.) Transportation Food Equipment T-shirts purchased for safety reasons associated with field trips. These must have the program name or logo on it. Planning and partnership development, particularly the development of school-community partnerships Remedial education activities and academic enrichment learning programs, including providing additional assistance tostudents to allow the students to improve their learning acceleration Literacy education programs, including financial literacy and environmental literacy programs Provision of qualified instructors to provide math and literacy instruction • Hands-on enrichment programs Integration of science, technology, engineering, and math (STEM) programming to build skills Telecommunications and technology education activities Arts and music education activities Enrichment activities Activities that build college awareness and readiness Activities to explore careers and gain workforce skills Recreational activities Integration of whole child supports and/or youth connectedness and well-being programming Provision of resources to allow for full participation of students with disabilities and/or special needs, studentsexperiencing homelessness, those in foster care, English language learners, youth receiving free or reduced-pricelunch, and migratory youth Activities that support healthy and active lifestyle Programming focused on drug and violence prevention, counseling, and character education Increase of youth supports (e.g., mental health provider and/or a social worker, tutors, mentors, etc.) Family engagement and parenting skills activities that promote parental involvement and family literacy BOOST GrantsProgram RFP Page 5 of 23 Other activities as identified by the local community to establish and/or expand access to summer and afterschoolprogramming Instruction space improvements related to preparation and/or response to COVID (must submit Capital ImprovementsForm)

Allowable activities and associated expenses include:

Page 7: BOOST Grants Program Budget Drafting Guide11.19

w w w . a f t e r s c h o o l g a . o r g / b o o s t /

Learn More

Ineligible Expenses (This list is not comprehensive; submit additional questions

directly to technical assistance.)

Pre-award expenses Field trips purely for entertainment purposes Field trips that were not approved Reimbursement of field trip tickets purchased in advance for those who do not attend. The GaDOE will onlyreimburse up to 110% of the actual attendance cost and not necessarily the full cost of pre-purchased tickets forfield trips. Unapproved out-of-state or overnight field trips, including retreats, lock-ins, etc. End-of-year celebrations or food associated with parties or socials Incentives including plaques, trophies, stickers, certificates, t-shirts (unless approved and purchased for safetyreasons for field trips), and give-a-ways Advertisements, promotional or marketing items Decorative items Purchase of facilities and vehicles (e.g., buses, vans, cars) or land acquisition Capital improvements and permanent renovations (except for instruction space improvements related topreparation and/or response to COVID) Dues to organizations, federations, or societies for personal benefits Internal Financial Controls

The following activities and associated expenses are NOT eligible to be funded by the BOOST Grants Program:

Page 8: BOOST Grants Program Budget Drafting Guide11.19

w w w . a f t e r s c h o o l g a . o r g / b o o s t /

Learn More

Incurred Expenses

Paid Expenses

Incurred expenses are those you have agreed to and are obligated to pay. They mightinclude a purchase or loan. When recording incurred expenses in a budget, includethose you have already paid and those for which you used credit.

For example, if you bought a new couch in January and paid cash, you incurred that expensewhen you ordered it. If you purchased a new computer in February and put it on a creditcard, you incurred the expense in February, even if you won't pay the credit card companyuntil later. If you bought a car with a loan, you have incurred the expense of the loan,including the down payment, monthly payments, interest and turn-in fees. Part of thisincurred expense — the down payment — has been paid, while the rest is still due.

Some business people define incurred expense as any money you owe but have not yetpaid. It’s up to you how you want to define an incurred expense, but you must be consistentas you update your budget.

Paid expenses are incurred expenses that you have paid for. For example, when youactually pay off the credit card used to buy supplies, the incurred expense becomes a paidexpense. Oftentimes, expenses are paid almost immediately after incurring them.

For instance, when a business hires a contractor to do work for a day, it incurs an expensebecause the contractor expects payment for the services that he has performed. If thebusiness gives the contractor cash for the services performed at the end of the day, theincurred expenses become a paid expense.