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Fiscal Management Webinar
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Welcome
• OSDE 21st CCLC Fiscal Management Webinar • Prepare Your Budget
• Creating a New Budget
• Director Access to Information
• Create an Amendment or New Claim
• Claims
• Transportation
• Travel
• Credit Cards
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Prepare Your Budget
• Original grant application
• Previous fiscal year’s close-out report
• Have your year planned out • Travel, field trips, special project supplies, contracted services, etc.
• OCAS Manual or 21st CCLC Coding Cheat Sheet
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Prepare Your Budget
• Staff salaries plus benefits (100 & 200) • # staff × total hours of operation × rate of pay • Director: 2212 • Should be between 60% - 75% of annual allocation • Program attendance should utilize this staffing level
• Contracted services (300) • Outside instructors, presenters, staffing/transportation partners
• Base on total spent last year AND planning for this year
• External assessors • ONLY for 2nd and 3rd year grantees • $500 per site
• Software (400) • Annual subscriptions • Shared costs
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Prepare Your Budget
• Staff travel (500 & 800) • National afterschool-specific trainings • Approved national trainings on website • Mileage/meal/hotel reimbursements for statewide trainings
• Program Quality Assessment (PQA) box sets (600) • One per site (determined by county-district site codes listed in grant) • Make sure these are appropriate grade levels when you order them
• Youth Program Quality Assessment (YPQA) vs. School Age Program Quality Assessment (SAPQA)
• $250 each
• Basic supplies (600) • Be as descriptive as possible, but also brief
• Bus fuel (2740-600) • Total route miles ÷ miles to the gallon × average price per gallon of gas
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Prepare Your Budget
• Large purchases (700) • Unit prices over $2,500
• Technology, curricula, kits, etc.
• Wiring, installation, etc. are not reimbursable
• Background Checks (2571-800) • ALL staff not previously approved through the school MUST have a current
background check.
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Creating a New Budget
• To prevent error messages or being kicked out • Never use the back button
• Do not double-click
• Click slowly through the system
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Creating a New Budget
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Creating a New Budget
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Creating a New Budget
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Creating a New Budget
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Creating a New Budget
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Creating a New Budget
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Creating a New Budget
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Creating a New Budget
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Creating a New Budget
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Creating a New Budget
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Creating a New Budget
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Creating a New Budget
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Director Access to Information
• View of budget • Superintendent (or Authorized Official of your Community-Based
Organization) can grant view-only access to the budget and claims.
• Copy of the original grant application
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Create an Amendment or New Claim
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Claims
• 100% has changed to no more than 25% over budgeted amounts
• Coding Resources • Coding Cheat Sheet
• OCAS Manual
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Claims
• Food, Clothing, Field Trips • Justification
• Allowable: permitted by the grant or not specifically prohibited
• Allocable: necessary for the project’s success
• Reasonable: costs that would be incurred by a prudent person
• Lesson plans • What was the educational outcome?
• Recipes are not lesson plans
• How was this necessary to achieve your goal?
• Age/grade appropriateness
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Transportation
• Coding: 2740-600 only • Cost of fuel only, not mileage
• Documentation • Formulas
• Total route miles ÷ miles to the gallon × average price per gallon of gas
• Detailed invoices/receipts
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Transportation
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Transportation
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Transportation
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Travel
• Two ways to code: • 1-day travel – claimed under payroll (1000-100/200)
• Overnight status – 2213-500
• Three ways to reimburse: • Individual reimbursements
• School credit cards
• Per diems
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Travel: School Credit Card
• Everyone at the conference can eat on one ticket
• The ticket/receipt MUST be itemized, showing exactly how many and which meals were ordered • Number of meals on the receipt must match the number of people on the claim.
• The receipt is the documentation for the claim – it MUST be readable in the scanned upload
• No alcohol
• The POs will be made out to each individual vendor, not the credit card company • If the credit card is used multiple places, each restaurant, taxi company, parking lot, etc. must have a
separate PO
• We must have documentation (such as registration) for everyone who attended the training
• We must also have an agenda of the meeting/training/conference that was attended • If a meal is provided by the conference or meeting, we cannot reimburse for a meal purchased at that
time and date.
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Travel: Individual Reimbursements
• Everyone must pay for themselves and submit individual requests for reimbursement
• All receipts must be itemized, showing exactly how many (only one meal per receipt) and what was ordered
• Upload the reimbursement requests and clearly scanned receipts as documentation in the claim • Please scan them all one direction and not overlapping
• No alcohol
• The POs will be made out to each individual, not each restaurant
• We must also have an agenda of the meeting/training/conference that was attended • If a meal is provided by the conference or meeting, we cannot reimburse for a meal
purchased at that time and date
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Travel: Per Diem
• Each individual must submit a per diem request
• The per diem amount is either set by the school district (with 21st CCLC programs that are in a school), an organization’s policy, or the state rates can be found here: • Meals: http://www.gsa.gov/portal/content/101518 • Lodging: http://www.gsa.gov/portal/category/100120
• No receipts are needed as documentation
• The POs will be made out to each individual
• We must also have an agenda of the meeting/training/conference that was attended
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Per Diem vs. Stipend
• Per Diem • Covers meals and incidentals
• Set rate based on average cost of meals and incidentals in a given location
• No benefits
• Coded as 2213-500
• Given before staff leaves for travel
• Stipend • Supplements salary during non-
work hours
• Set rate based on average pay per hour
• Must be associated with benefits
• Coded as 2213 – 100 and 200
• Given to staff after event has taken place
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Credit Cards
• Credit cards are forms of payment, not vendors
• All credit card purchases must be paid with individual POs
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Website
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Website
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Thank You!
Please check our website for more information, resources, tutorials, and FAQs.
Oklahoma State Department of Education
21st Century Community Learning Centers
http://ok.gov/sde/21cclc
405-522-6225