Transcript New Mexico Higher Education Department

NEW MEXICO HIGHER EDUCATION DEPARTMENT
GEAR UP NEW MEXICO
NON-FEDERAL MATCHING REQUIREMENTS
AUGUST 6, 2014
PRESENTED BY ELIZABETH ARCHULETA
GEAR UP NMHED MATCH WEBINAR MARCH 20, 2014
Federal Matching Requirements
• 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.
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.
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.
GEAR UP NMHED MATCH WEBINAR MARCH 20, 2014
Match Categories
The are 6 categories to divide your match (including 6A-D):
1. Salary and Wages
2. Employee Benefits
3. Travel
4. Materials and Supplies
5. Consultants and Contracts
6. Other
A. Indirect
B. Total Indirect
C. Equipment
D. Scholarships/Tuition Assistance
• Only if offered to GEAR UP students only.
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
GEAR UP NMHED MATCH WEBINAR MARCH 20, 2014
Other Categories
•
Travel
•
Materials and Supplies
•
Consultants and Contracts
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
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.
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
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?
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.
[email protected]
(505) 476-8438
Thank you!