Progress Report Reminders

1
Progress Report Reminders

• Michigan Department of Education
• Office of Education Improvement Innovation
• Public School Academies Program

2
Progress Report Reminders

• Progress reports submitted at the end of Stage 1
  and 2 during the Planning Grant and Mid-Year and
  Final during the Implementation.
• Pay vendors directly when you are able to do so
  avoid as many reimbursements to staff as
  possible.
• It is ok to charge a portion of expense to the
  grant, but, you must clearly indicate the
  breakdown.

3
Progress Report Reminders

• Work with your bank for proofs of payment. Best
  method is copies of cancelled checks. You can
  use grant funds to pay for the copies. If
  impossible, make sure bank statements have check
  numbers we can connect to vendors, evidence of
  clearance, dates, etc.
• Clearly connect invoice/timesheet (allowable
  expense from management plan task) with cancelled
  check/bank statement, payroll statement, credit
  card statement (proof of payment) -- best to put
  payment right after expense in documents.

4
Progress Report Reminders

• OK to submit purchase orders and bids/quotes,
  they sometimes add clarity to what the purchase
  was, but, they are not invoices.
• Employee timesheets- dates, hours, rate of pay,
  management tasks worked on (services provided,
  materials produced, what did they do that was
  grant related, etc.). Connect with clear and
  complete payroll statements. We know many
  employees are paid electronically so no cancelled
  checks may be available. Include payroll
  statements.

5
Progress Report Reminders

• We need to see major vendor contracts signed by
  the board.
• You must have board policies and you must follow
  them.
• The board is the sub grantee. They need to meet,
  have a level 5 member, keep minutes, approve
  payments, discuss and approve vendors, etc. Can
  you prove that is happening? We do contact
  members sometimes.

6
Progress Report Reminders

• Can you prove every transaction was
• Connected to a management plan/budget task.
• Board approved, delivered/completed, and payment
  finalized to the vendor/employee.
• If transaction occurred through a 3rd party
  (grant management company), clearly show how the
  check to the management company was broken down-
  vendors paid, amounts, check numbers to vendors,
  etc.

7
Progress Report Reminders

• You include an actual progress report with your
  documents. You can use the monthly report
  template just indicate it is an End of Stage 1
  Progress Report.
• Best way to submit is via e-mail attachments. If
  impossible, a CD with info mailed to us is ok.
  We will create a spreadsheet based on your
  documents. It works well. We send you the
  spreadsheet if we have questions.

8
Example of a Progress Report MDE Spreadsheet
NAME OF SUB GRANTEE
TYPE OF REPORT
DATE

VENDOR OR EMPLOYEE INVOICE/TIMESHEET CHECK/PAYROLL AMOUNT TASK OR NOTES


















TOTAL FOR THIS REPORT
GRANT TOTAL

NEEDED TO MATCH DISBURSEMENTS NEEDED TO MATCH DISBURSEMENTS