Title: Procedures for Spending Grant Funds
1Procedures for Spending Grant Funds
- Presented By
- Grants Development Administration (GDA)
- Student Support Services Division
5100 West Sahara Avenue Las Vegas, NV
89146 Telephone 702-799-3355 Fax
702-799-5239 http//sssd.ccsd.net/gda.html
2Objective
- To create a seamless flow of grant management
and increased knowledge of grant guidelines, so
you can spend more time on increasing student
achievement! - Diane Efthimiou
3GDA Personnel Teams
Grant Coordinator/Writer Teams
Grant Coordinator/Evaluator Teams
4Todays Training Topics
- GDA/FADA Responsibilities
- Grant Initiation Procedure
- Budget
- Personnel
- Purchasing
- Staff Travel
- Student Travel/Transportation and Printing
- District Forms Overview
- Disclaimer Notification
- Board Items and Representation
- Contracting and Signature Authority
- Consultants
- Evaluation and Monitoring
- Electronic Access to GDA
5GDA Responsibilities
Writer
Evaluator
- Work with project directors to draft grant
proposals - Provide fiscal oversight of the grant program
- Approve all expenditures
- Write submit any required budget amendments
- Ensure grant objectives are being supported and
that expenditures follow appropriate guidelines
and regulations - Contact the funding agency
- Develop surveys
- Conduct project evaluation and analysis
- Write required evaluation reports
- Coordinate data collection
- Recommend improvements to the program
- Report the results of the project to the funding
agency and other interested parties
6Fiscal Accountability and Data Analysis (FADA)
- Each grant program is assigned to an Assistant
Accountant (AA) who works in the FADA Department
and is responsible for completion of the
following duties - Process and track grant expenditures
- Helps to ensure compliance with CCSD accounting
policies, local, state, and federal requirements - Review original documentation, verify coding,
reconcile expenditures, and prepare reports - Notify the Grant Coordinator Writer (GCW) of all
potential or actual audit exceptions - Provide daily monitoring and monthly
reconciliation - of grant purchasing cards
7Service Directory for GDA and FADA
8Grant Initiation Procedure
9Budget Management Amendments
- An amendment is a movement of funds between
budget lines after the onset of the grant. I
most cases, these budget changes require prior
approval by grantor. - The GCW and Project Director work together to
- Develop the original budget for grant-funded
projects - Develop an anticipated amendment schedule upon
receipt of the award letter - Monitor the budget monthly to ensure that
spending is consistent with the approved budget - Prepare/submit requests to funder to amend
original grant budgets
10Monthly Reports Budget Monitoring
- Monthly financial reports are provided to project
staff.
11Spending Tips
- Grant funds must be spent in accordance with the
budget approved by the grantor. - Project Directors/Coordinators must track
expenditures locally and compare with monthly
budget summaries provided to them by FADA to
ensure accuracy. - Expenditures in individual budget lines should
never exceed appropriations. - General school funds should not be expended for
grant purchases with the expectation that grant
funds will reimburse.
12Grant-Funded Personnel Procedures
- Grant applications define personnel, position and
the number of hours and months that will be
grant-funded - Most grant fiscal periods last one year and
require that a new personnel requisition (CCF-168
or SSS-168) be completed for grant-funded
individuals each year to put or maintain staff on
grant payrolls - Contact project AA for correct coding to complete
a personnel requisition and provide GCW with
name/start date of the person selected
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14Grant-Funded Personnel Procedures Support Staff
- Procedures for Support Staff
- SSS-168 is online and should be submitted
electronically to Support Staff Personnel - Support Staff Personnel will forward SSS-168 to
GDA Administrative Clerk for review and GCWs
approval - Process to FADA and back to Support Staff
Personnel - Repetitive extra duty for Support Staff must be
shown as an additional job - Send a copy of the computer screen showing time
submitted and Daily Time Logs to the AA for each
pay period - Division Head must approve SSS-168 for the
position to be advertised
15Grant-Funded Personnel Procedures Licensed
Personnel
- Procedures for Licensed Personnel
- No online form available
- Mail or hand carry a hard copy of CCF-168 to AA
for processing and for GCWs signature - Repetitive extra duty for Licensed Personnel must
be shown as an additional job - Send a copy of the computer screen showing time
submitted and Daily Time Logs to the AA for each
pay period - Non-repetitive extra duty pay (professional
development, instruction, meetings, etc.) should
be submitted on a CCF-5.
16Grant-Funded Personnel Procedures
Administrative Personnel
- Procedures for Administrative Personnel
- No online form available
- Mail or hand carry a hard copy of CCF-168 to AA
for processing and for GCWs signature - New administrative positions must have prior
approval from Administrative Personnel
17Transferring Staff Salaries
- Prior to the close of a grant fiscal year
- Ensure that grant-funded staff are funded for the
following year, - or
- That they have enough time to pursue other
employment opportunities - The best time to inform staff is prior to open
transfer period (April) - The department hiring an individual is
responsible for submitting a CCF-168 or SSS-168
to change funding for a salary
18Federal Grant-Funded Personnel Employment
Certification
- Split-funded employees must complete a Monthly
Time Certification indicating time worked for
each funding source. This document must be
submitted to GDA at the end of each month. - Employees funded by a single source must complete
a Time Certification every six months. This
document will state that the employee spent 100
of their time on grant activities and must be
submitted to GDA in a timely fashion. - If the grant requires the district to provide
matching funds, a time certification may also be
used to document the districts share.
19Personnel Forms
- Personnel Requisitions
- CCF-168 Certified/unified full-time/split-funded
staff - SSS-168 Full-time/split-funded support staff
- Extra Duty Pay
- CCF-5 Overtime for certified and support staff,
including police and custodial employees - Stipend
- CCF-5 Reasonable amount to be provided for
producing a work product or conducting a
service/activity - Substitute Teachers
- CCF-101 with appropriate grant coding
- Employment Certification
- GDA-generated forms required for all full-time
and split-funded staff
20SAP Purchasing
- The Project Director will submit an SAP/ERP
Authorization form prior to spending on a new
grant program. - Only employees who will create shopping carts
and/or approve invoices should be listed. - The Project Director will be responsible for
updating the form when there is a change in
project staff. - A catalog of available merchandise can be viewed
by selecting Shopping Cart Catalog at the
following address - http//www.ccsd.net/directory/purchasing/index.ph
tml - SAP Help Desk 799-3300 Option 1
21GDA Purchasing Matrix
All original purchasing card receipts should be
submitted to the AA (SAP labels attached) when
returning the purchasing card or within two
business days of purchase. Consultant fees
shall not exceed 3,000 per consultant per day.
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23Identification of Funding for Compliance
- Individual items purchased with federal and state
grant funds must be labeled accordingly.
Consumables are exempt. - These materials were purchased with (project
title) funds, which are administered by the
(name of funding agency) . - Equipment (items 5,000 or over) and Items of
Value (items 1,000 or over) - Labeled with non-removable, metallic stickers
- Must be carried on school/department inventory
(by serial number) and location must be noted - Books and other items
- Labeled with a paper sticker label or an ink stamp
24Staff Travel
- All travel must be approved by the
Region/Division Head prior to booking - Start travel approval process at least 6 weeks
prior to event - Travel Approval and Reimbursement Forms
- CCF-145 Out-of-District Travel Request
- CCF-174 Travel Advance/Expense Claim
- Out-of-District Travel Vehicle Request
- Allowable Travel Expenses
- Transportation (airfare, car rental, personal
vehicle use, taxi/shuttle, parking) - Accommodations
- Registrations
- Per diem
- http//www.gsa.gov/Portal/gsa/ep/contentView.do?c
ontendld17943contentTypeGSA_BASIC - Student Transportation
- CCF-460 Out-of-District Student Activity
25CCSD Graphic Arts
- Attaching an SAP label to each Graphic Arts
Center Work Request Form - Submit forms to graphics
- Graphics sends FADA monthly graphic reports with
copies of work request forms attached - AA reconciles between SAP and report
- from graphics.
AA CAN PROVIDE ASSISTACE WITH THESE FORMS
PROCEDURES IF NEEDED
26District Forms Overview
- Call your AA with questions about forms, coding
and what type of backup is required - CCSD provides all district forms
- http//graphics.ccsd.net
- TYPE all forms/use SAP stickers
- Use blue or black ink when signing
- Use 3-part NCR paper
- Available for purchase through the Graphics
- Department
- Ensure forms are signed and dated by authorizing
personnel/Project Director
27Disclaimer Notification
- All publications and other types of announcements
produced with funds from the U.S. Department of
Education, including products in print, online,
radio, TV, film, etc., must contain the following
disclaimer - All publications and other types of announcements
produced with funds from the Nevada Department of
Education or foundations, including products in
print, online, radio, TV, film, etc., must also
contain a similar disclaimer.
- (EDGAR (34 CFR 75.620(b))
- The contents of this (insert type of
publication) were developed under a grant from
the U.S. Department of Education. However, these
contents do not necessarily represent the policy
of the U.S. Department of Education, and you
should not assume endorsement by the Federal
Government.
28Board Items Representation
- Board of School Trustees must approve all grant
applications and the implementation of all
grant-funded activities - GCW initiates these types of board items
- Grant Application
- Notification of Subawards
- Project staff initiate these types of board items
and must be present at the Board Meeting when
item is presented - Consultant expenditures of 25,000 or more
- Professional service expenditures of 25,000 or
more - Goods or service purchases of 50,000 or more
from a single vendor - HINT Use approximate dollar amount rather than
not to exceed dollar amount in board items
29Contracting and Signature Authority
- The Deputy Superintendent of Student Support
Services has signature authority for entering
into any grant-funded agreements, contracts, or
memorandums of understanding beginning with
submission of grant applications - GCW has signature authority for individual grant
budgets - Must ascertain allowable costs and approve all
expenditures associated with the grant - Purchasing is the only authority allowed to enter
into contracts with vendors
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31Consultant Hiring Process
Originator tasks Consultant tasks Purchasing tasks
32Consultants
- Begin the hiring process at least 6 weeks prior
to event. - Per the Chief Financial Officer, consultant fees
shall not exceed 3,000.00 per day regardless of
funding source.
- Do not enter into contracts without purchasing
Department involvement.
33Evaluation Monitoring
- Why must we evaluate grants?
- Accountability
- Funding (Sustainability and Expansion)
- Growth
- Data Collection
- Role of Data Manager
- What can you expect?
- How do we get the data?
- Surveys/Interviews
- Databases
34Program Evaluation
- Program Evaluation (Rossi, Lipsey Freeman,
2004) The use of social research methods to
systematically investigate the effectiveness of
social intervention programs in ways that are
adapted to their political and organizational
environments and are designed to inform social
action in ways that improve social conditions. - First records of program evaluation took place in
the 1700s when a British naval captain used a
control group to determine the effectiveness of
citrus fruit to fight scurvy.
35Definitions (Rossi, Lipsey Freeman, 2004)
- Formative Evaluation Evaluative activities
undertaken to furnish information that will guide
program improvement. - Summative Evaluation Evaluative activities
undertaken to render a summary judgment on
certain critical aspects of the programs
performance, for instance, to determine if
specific goals and objectives were met. - Stakeholders Individuals, groups or
organizations having a significant interest in
how well a program functions, for instance, those
with decision-making authority over the program,
funders or sponsors, administrators and
personnel, and clients or intended beneficiaries.
36Data Collection (Corporation for National
Service, 1998)
- Possible Data Types
- Pre-Post standardized tests (CRTs, SATs, HSPE,
etc.) - Pre-Post program based tests (DIBELS, Accelerated
Reader, etc.) - Logs and/or Tally Sheets
- Rubrics
- Agendas
- Performance Ratings
- Interviews
- Surveys
- Focus Groups
- Existing Information
37Anecdotal Information
- Share your success stories
- If you notice students, parents, teachers, etc.
saying good things about your grant funded
program(s), ask them to make a statement that you
can include in the evaluation. Be sure to get
permission in writing or keep parent/student
names anonymous. - Digital photos of grant-funded activities may
also be included in your evaluation (again, get
permission).
38Electronic Access
- Via Interact, click on SSSD Exchange, then in new
window click on Grants Development
Administration to go to website
39Electronic Access (continued)
- Or http//sssd.ccsd.net/gda.html
- Website features
- Overview
- SB185 Evaluation
- Funding Opportunities
- Technical Assistance
- Directory
- Newsletter
- Performance Report
- Brochure
- Archives
- SAP Information (label template)