csp grant budgets 101- it ’ s the magic number. doe grant specialists charlene burke (850)...
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CSP Grant Budgets101- It’s the Magic
Number
DOE Grant Specialists
Charlene Burke (850) [email protected]
BayDuvalEscambiaHillsboroughLakeLeonOrangeOsceolaPolkSanta RosaVolusia
Laura Pond(850) [email protected]
Broward GladesLee Manatee PinellasSarasota St. Lucie
Helen GiraitisInterim
(850) [email protected]
Miami-Dade
Allowable Expenditures
Project funds must be used for activities that directly support the accomplishment of the project purpose, priorities, and expected outcomes.
All expenditures must be consistent with applicable state and federal laws, regulations, and guidance.
Handout A
GeneralReporting Tips
To expedite the transition between phases andavoid time consuming errors:
•Make sure you are using the appropriate forms (Charter School Use Only)
•E-mail or fax DOE Forms to your Grant Specialist for review prior to submitting them to the Sponsor.
•Make sure to give yourself plenty of time well
BEFORE your project end date.
http://www.floridaschoolchoice.org/information/charter_schools/charter_general_Info_and_forms.asp
Timely Paperwork & Documentation
Phase Form Documentation
Planning (Phase 1)
DOE 101—Revised Budget
Board Member ListApproved Charter Application
Implementation 1*(Phase 2)
DOE 150— needs 2 Original SignaturesDOE 101Itemized Expense Report* Schools that begin in Implementation 1 do not need to submit a DOE 150.
Completed Board TrainingSigned LeaseRequired Polices (Conflict of Interest, Lottery, Procurement)Completed Itemized Expense Report for Planning FundsObjective Documentation (Attachment J) End of Phase 1* Schools that begin in Implementation 1 must also submit the required Planning (Phase 1) documentation.
Implementation 2 (Phase 3)
DOE 150— needs 2 Original SignaturesDOE 101Itemized Expense Report
Completed Itemized Expense Report for Imp 1 FundsBoard Minutes with approval of revised policiesObjective Documentation (Attachment J) End of Phase 2
Handout B
Forms Checklist
Correct Forms?
Start of project phase – DOE 150, DOE 101
Project amendment – DOE 150, DOE 151
Charter School Forms?
DOE 150 has “Charter School Use Only,” and two required signatures.
Allowable Expenses?
Check against Allowable/Unallowable table.
Charter School Web Site
www.floridaschoolchoice.org/Information/Charter_Schools/
Budget Narrative
Items purchased must be included in theBudget Narrative Form
When completing the DOE 101/151 for budget narratives, be specific in Column (3) by including:
• Category• Use (grades, room, etc.)• Description• Quantity• Price Per Unit
Budget Narrative
(3)ACCOUNT TITLE AND NARRATIVE
Equipment: These items will be used for classroom instruction, grades K-5 (one classroom per grade level).Smartboards (6 @ $2,000)
Additional tips for completing the budget narrative.
What grades will be using the item?
What room will the furniture or equipment be used in?
What staff members will be attending the training? How many?
What is the name of the software?
What is the average cost per item? How many items do you wish to purchase?
Budget Narrative
Additional tips for completing the budget.Check your math:
• Verify the quantity of items purchased in a line is correctly multiplied by the average cost per item and the total equals the Amount in column (5).• Make sure the total of all amounts equals the Total Approved Amount for the budget period.
Budget Narrative
Refer to the Red Book(Financial and Program Cost Accounting and
Reporting for Florida Schools)
http://www.fldoe.org/fefp/redtoc.asp
Object Codes: Sections 4-3 to 4-10 Function Codes: 4-10 to 4-15
Item Categories
Inventory ManagementInventory Management
Item CategoriesCapital Outlays to purchase items expected to last more than one year that have 600- series object codes
Includes classroom/library furniture, computer hardware and software, classroom equipment, library books, all audio-visual purchases, etc.)
Materials and SuppliesIncludes all materials and supplies that support classroom and direct instruction.
Item CategoriesBudget Narrative Form: Mixed Coding -
NO!!!(1)
FUNCTION(2)
OBJECT(3)
ACCOUNT TITLE AND NARRATIVE
(4)FTE POSITION
(5)AMOUNT
5000 610 Library Supplies and Furnishings: 300 Library Books Approx $3.00 each/$900, 4 Tables @$250each, 14 Student Chairs @ $50 each, 1 Computer @ $250, 4 Bookshelves @$75each
$3,150
5100 520 Textbooks and Curriculum: “Dynamic Learning” curriculum package $500, Curriculum Training for K-5 Teachers (8 participants)100 Language Arts Textbooks K-5 @$45 each
$5,000
Item CategoriesBudget Narrative Form: Clear Descriptions, Proper Function/Object Codes--
(1)FUNCTION
(2)OBJECT
(3)ACCOUNT TITLE AND NARRATIVE
(4)FTE
POSITION
(5)AMOUNT
6200 610 Library Books: 300 Library Books Approx $3.00 each/$900
$900
6200 641* Library Furnishings: 4 Tables@$250,14 Student Chairs@$50, 4 Bookshelves@$75
$2,000
6200 643 Library Computer 1 Computer, Dell PC @$250 $250
5100 520 Textbooks: “Dynamic Learning” 100 Language Arts Textbooks K-5 @$45 each
$4,500
6400 310 Curriculum Training: “Dynamic Learning” curriculum package $500, Curriculum Training for K-5 Teachers (8 participants)
$500
YES!!!
The school is the grant recipient.
Build your own budget
Budget Game Instructions
1) Build a budget for the Implementation 2 phase of the CSP Grant.
2) Choose the proper form to build your budget on. You will be applying for the Implementation 2 phase of the grant. (Use the Forms Chart for assistance).
3) In the envelope your team has been given, sort out the allowable and unallowable expenses. Hint: Use Handout A for assistance.
4) Tape the allowable expenses to the budget.5) Check your math and make sure your budget adds up
to $75,000.
Multiple incorrect and Several Correct Answers.
