If your name was above the door of your program….What would the community say regarding your fiscal responsibility as you utilize THEIR money?
“It takes less time to do a thing right, than it does to explain why you did it wrong.”
~Henry Wadsworth Longfellow
“Live in such a way that you would not be ashamed to sell your parrot to the town gossip.” ~Will Rogers
Remember your resourcesEDGARYour manualYour websiteYour Technical AdvisorOne anotherMarkMe, Chris or JessYour CSFO (more to come on that!)
We’ve got the money ~ Now what?!?!
Complete familiarity and awareness of the initial stipulations and parameters of the grant
Decisions cannot be made outside the intent of the purpose for which the grant was obtained.
Do not rely on the competency of others (CSFO’s, Superintendents, etc.) to navigate through the financial matters of the grant.
You are responsible!!!!
Basis for Allowable Costs
According to the law, all costs must be – Necessary Reasonable Allocable Legal under all federal, state
and local laws
Necessary☼A cost is necessary if –
Needed for the performance or administration of your grant
Follows sound business practices Reflects fair market prices for comparable
goods or services Do I really need this to administer the
program? Is this the minimum/maximum amount
needed to meet the needs of the students?
Reasonable• Is this cost targeted to valid
programmatic/administrative considerations?• Does our program have the sustainable
capacity to use what we are purchasing for this program?
• Did we pay a fair market rate and can we prove it?
• If this expense were in the local newspaper ‘HEADLINES,’ would I be comfortable or completely embarrassed?
AllocableWhat does that mean?!?!?
Is everything properly allocated and accounted for, and can we prove the program benefited
accordingly? Are we within the appropriate % parameters for
Administrative functions, Indirect Costs, Travel, External Evaluator, Professional Development?
Services Rendered(Contracts and Compensation) Are all expenditures (supplies, materials, hardware, software, etc.) correctly recorded and
trackable?
AllocableNuts and Bolts
Salaries Timekeeping Records Equipment/Inventory Management Tuition/Programmatic Income Services Rendered (Contracts and
Compensation) Transportation Field Trips External Evaluator Revisions
Allocable• Collaboration and Cooperation Can we prove through thorough
documentation how we are effectively supporting the program with the cooperation of funding?
Narrative explanation ensuring the co-existing and coordination of funds, authorized usage, incidental benefits, etc.
AVOID at all cost….the appearance of impropriety, conflict of interest, and lack of accountability!
Help?!?!?!?!?!?!?!?!?!?!?!?!?!
Your assigned consultant Mark Yolanda Chris
[email protected] / 334.844.5781 Me (Paul)
[email protected] / 404.694.0436 CBO’s/FBO’s – Tina Heartsill at
CBO’s For the purposes of budgetary and financial accountability of
Community Based Organizations (CBO's), all expenses incurred with the utilization of 21st CCLC funding must be well documented and maintained.
The following are examples of documentation which must be maintained and submitted to the Alabama State Department of Education (ALSDE):
InvoicesReceiptsPurchase OrdersInventory RecordsCopies of all Payroll recordsTravel claims and expensesSub-contract Agreements and payments
**Anything purchased or paid out 21st CCLC funding must be documentable and traceable.**