Procedures for Spending Grant Funds

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Procedures for Spending Grant Funds

• Presented By
• Grants Development Administration (GDA)
• Student Support Services Division

5100 West Sahara Avenue Las Vegas, NV
89146 Telephone [phone] Fax
702-799-5239 http//sssd.ccsd.net/gda.html
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Objective

• 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

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GDA Personnel Teams
Grant Coordinator/Writer Teams
Grant Coordinator/Evaluator Teams
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Todays 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

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GDA 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

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Fiscal 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

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Service Directory for GDA and FADA
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Grant Initiation Procedure
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Budget 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

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Monthly Reports Budget Monitoring

• Monthly financial reports are provided to project
  staff.

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Spending 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.

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Grant-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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Grant-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

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Grant-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.

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Grant-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

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Transferring 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

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Federal 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.

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Personnel 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

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SAP 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

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GDA 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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Identification 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

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Staff 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

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CCSD 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
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District 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

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Disclaimer 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.

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Board 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

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Contracting 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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Consultant Hiring Process
Originator tasks Consultant tasks Purchasing tasks
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Consultants

• 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.

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Evaluation 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

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Program 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.

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Definitions (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.

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Data 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

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Anecdotal 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).

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Electronic Access

• Via Interact, click on SSSD Exchange, then in new
  window click on Grants Development
  Administration to go to website

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Electronic 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)