Federal/State Grants Management - Louisiana Association of School
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Transcript Federal/State Grants Management - Louisiana Association of School
Federal/State Grants Management
Role of Grants Management Unit
Calculate grant allocations and prepare Grant
Award Notifications
10/1 enrollment
Census data
Grant Award Program (GAP)
Monitor and report grant expenditures
Review and approve grant budgets
Technical assistance regarding budget coding and
calculations
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Electronic Grants Management System
(eGMS)
Web-based grants management system
Log on
http://egmsp.doe.louisiana.gov/LDEGMSWeb/logon.aspx
Username and password
Access maintained by security coordinator
Public access
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Non-eGMS Grants
Some grants are still managed via a “paper”
application process
Submitted via email
[email protected]
Approved applications are posted to
Department’s website
http://www.louisianabelieves.com/funding/grants-management
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Substantially Approved Applications
EDGAR 76.708 reads as follows:
…to make subgrants on the basis of a formula, the State may not authorize an
applicant for a subgrant to obligate funds until the later of the following two
dates:
(1) The date that the State may begin to obligate funds; or
(2) The date that the applicant submits its application to the State in
substantially approvable form
eGMS Definition of Substantially Approvable
The date the application is successfully submitted to LDE
Non-eGMS Definition of Substantially Approvable
The date the award is approved by BESE
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Application Review Process
Fiscal Review
Budget coding according to LAUGH
See Object Codes handout
Budget calculations
Programmatic Review
Program goals and objectives
Allowable costs in alignment with program goals/objectives
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Criteria for Allowable Costs
Necessary and Reasonable
A cost is reasonable if it does not exceed that which would be incurred by
a prudent person under similar circumstances.
Allocable to the Federal Grant Award
If the goods or services involved benefit the program, then the cost can be
allocated to the Federal award.
Authorized or Not Prohibited by State or Local
Law
Consistent with other Federal Policies & Regulations that apply – Program
cost prohibitions take priority over A-87’s general cost principles
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Budget Amendments and Revisions
An amendment is necessary to request budget
changes if any of the following conditions occur:
The program objectives changed from the approved application
An object code exceeds 25% of the amount budgeted
Final and/or supplemental allocation releases
Rollover fund adjustments upon approval of final PER
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Periodic Expense Reports (PERs)
Must be submitted quarterly
September 30, December 31, March 31,
All obligations , whether reimbursed or pending reimbursement, made
during the period of July 1 – the quarterly reporting date (9/30, 12/31,
3/31)
June 30
All obligations made during period of 7/1– 6/30, only includes
expenditures reimbursed
Contact Person
Roxie Townley, Division of Appropriations Control
[email protected], 225-342-8830
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Rollover vs. Carryover
Rollover
Dependent upon approval of final PER from 6/30 for grants with an
application period of July 1 – June 30
Dependent upon approval of final PER from 9/30 for grants with an
application period of October 1 – September 30
Expenditures must match payments/reimbursements on final PER
Carryover (Title I only)
Dependent upon approval of 9/30 PER
Must include all obligations made through 9/30, whether reimbursed or
pending reimbursements
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Grant Award Program
Awards:
Grant Award Notifications are
available from the “Award” tab.
First, select the Budget Year for the
award you are searching for. Then,
either the Grant or the Recipient.
Finally, select Run Report.
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Grant Award Program
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Grant Award Program
Reports:
Expenditures Report – details
total allocation, approved budget,
YTD reimbursements, balance
available for reimbursement,
application status
Awards by Recipient/Grant –
details all awards for particular
recipients/grants
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Grant Award Program
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Helpful Links
LDE Grants Management
http://www.louisianabelieves.com/funding/grants-management
LAUGH Guide
http://www.louisianaschools.net/lde/uploads/13986.pdf
Grant Award Program (GAP)
https://leads13.doe.louisiana.gov/GAP/start.aspx?logon=public
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Fiscal Contacts
• Sherrie Prosperie, Budget Analyst (NCLB Programs), Division of Ed Finance
[email protected]; (225) 342-7666
• Brad Standige, Budget Analyst(IDEA Programs), Division of Ed Finance
[email protected]; (225) 342-5468
• Kim Lamonte, Budget Manager (IDEA Programs), Division of Ed Finance
[email protected]; (225) 342-1547
• Rashaunda Matthews, Budget Administrator, Division of Ed Finance
[email protected]; (225) 342-3784
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Questions
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