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NEW MEXICO HIGHER EDUCATION DEPARTMENT
GEAR UP NEW MEXICONON-FEDERAL MATCHING
REQUIREMENTSAUGUST 6, 2014
PRESENTED BY ELIZABETH ARCHULETA
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GEAR UP NMHED MATCH WEBINAR MARCH 20, 2014
• Each school district is required to match their expenditures of federal dollars each fiscal year, dollar for dollar.
• GU NMHED must match all expenditures over the 7 year period of the grant. We cannot fall behind, and the US DOE requires us to meet match every year.
• Potential consequences of not meeting match:• Reduction of the federal award amount.• A refund of funds to US DOE.• Possible termination of the award.
Federal Matching Requirements
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GEAR UP NMHED MATCH WEBINAR MARCH 20, 2014
“Extra” Match
School district matching funds will roll over annually:
• More than 100% match in FY14: balance counts toward FY15.
• No district’s “extra” match is applied to another district.
• Each district is responsible for matching its own funds.
• NMHED will not waive matching requirements.
• When districts applied for this grant, they did so with the understanding that dollar for dollar match was required.
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GEAR UP NMHED MATCH WEBINAR MARCH 20, 2014
Partner Identification Form and Cost Share Worksheet
• Each month, district shall submit the Partner Identification Form and Cost Share Worksheets.
• The form is to be filled out completely with running totals in Monthly Match, Match to Date, Expenditures this month, and Expenditures to date.
• Once a dollar amount is determined in each category, back up documentation will be housed in a Match binder, and submitted to GU NMHED.
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GEAR UP NMHED MATCH WEBINAR MARCH 20, 2014
Match Categories
The are 6 categories to divide your match (including 6A-D):1. Salary and Wages2. Employee Benefits3. Travel4. Materials and Supplies5. Consultants and Contracts6. Other
A. IndirectB. Total IndirectC. EquipmentD. Scholarships/Tuition Assistance• Only if offered to GEAR UP students only.
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Salaries and Benefits
A reasonable percentage (1 -5%) of salaries and benefits of school employees not paid by GEAR UP can be used as match:• Superintendent, Principal, Counselor• Fiscal, Office Staff, Other School Personnel
Time above 5% must be documented:• Hourly rate found in school information system
(Power School or Skyward) in Staff /Salary/Misc. info section• Number of hours can be documented by printouts
of Outlook calendar
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• Travel
• Materials and Supplies
• Consultants and Contracts
Other Categories
GEAR UP NMHED MATCH WEBINAR MARCH 20, 2014
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Indirect Cost
• Published by PED Annually
• GEAR UP allows for maximum of 8% of total award• Can only be 8% of what was actually spent
• Reported monthly based on actual expenditures
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Match Allowable
• When capturing 100% of in-kind match for any allowable good or service, please ensure GEAR UP students were the only recipients.
• Scholarships can only be counted as match if they are open to GEAR UP students only.
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District Facility Usage Agreement
• Each district needs an outline of rental fees associated with facilities.
• Agreement must be School Board approved (Need minutes of Board meeting granting approval)
• Includes • Classroom Space• Other Facility Space• Equipment
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Back Up Documentation
Back up documentation is required for all match, and consists of: • GEAR UP NM Non-Federal Matching Funds Contributor
Certification, accompanied, if necessary, by one of more of the following:• Cash register receipts/invoices• Outlook calendar with notations (meetings, etc.) • Agendas• Sign-in sheets• Any other detailed supporting document(s) you can provide
Does your back up documentation answer who, what, when, where, and why? What is your evidence?
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GEAR UP NMHED UPDATE MARCH 11, 2014
Questions?
Please do not hesitate to call or email GEAR UP NMHED Fiscal Officer if you need any assistance.
(505) 476-8438
Thank you!