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Accessing Capital Outlay Funds—The Process PED Capital Outlay Bureau Your Presenters • Antonio Ortiz—Director • Chris Thweatt—Financial Coordinator • Lisa Romero—Financial Coordinator Goals • Learn key Grant Agreement components • Understand the Notice of Obligation form • Know timelines for submitting RfRs • Become familiar with monthly reporting Purpose: Review DFA Grant Agreement • DFA Initiative • Implemented by all state agencies • Easier to track statewide appropriations • Took effect in the 20102011 school year Step 1: Certification A. • Certification form / STB Questionnaire to PED for each direct appropriation B • Shows project’s budget and timeline C. • Submit when “ready to proceed” Step 2: Grant Agreement • Sent with the Certification form / STB Questionnaire • Issued for the appropriation amount (adjusted for AIPP) • Executed when Grantee and PED have signed • Finalized Grant Agreement will be sent to district/charter Step 3: Notice of Obligation • Encumber funds only after receiving this notice • Submit Request to Obligate Funds form (formerly the Request for Project Plan Approval form) • Include bids or quotes Step 3: Notice of Obligation • PED approval or disapproval letter • Encumber the PED-approved expenditures • Include a “non-appropriations” clause or termination clause in all contracts funded in whole or part by funds available in Grant Agreement Provisions to Terminate the Grant Agreement • Completion of project • Non-appropriation • Suspected mishandling of public funds • Violation of terms of the agreement Step 4: Requests for Reimbursements and Reversions • For unreimbursed expenditures or liabilities ≥ $1,500 • At the end of the calendar quarter • Submitted into OBMS within 20 days • At the end of the fiscal year— submitted into OBMS within five days Step 4: Requests for Reimbursements and Reversions • Paid invoices—include reimbursement request form, proof of payment, invoice, and expenditure report • Unpaid invoices—include reimbursement request form, invoice, and verification that vendor is in the SHARE system Step 4: Requests for Reimbursements and Reversions • Funds must be “expended” prior to the reversion or early termination date • Expended—when goods and services are received by the grantee and/or services are rendered for the grantee Purpose: Review DFA Grant Agreement Direct Appropriations signed into law by Governor Districts/State Charters accept/reject by June 1st Certification / Questionnaires and Grant Agreement sent to District/State Charter District/Charter sends Certification / Questionnaire and Grant Agreement to PED when the project is ready to proceed PED sends finalized Grant Agreement to District/Charter District/Charter Submits RTOF with bids/quotes to PED PED responds with NOB or disapproval letter to District/Charter District/Charter uses NOB to make expenditures and submit RfR Step 5: Paperless Reporting • Monthly paperless reporting • District/charter submits reports into the Capital Projects Monitoring System (CPMS) • Submit at: http://cpms.dfa.state.nm.us/login.aspx • One user id and password per district/charter Step 5: Paperless Reporting • Report due on the last day of the month • Final report due 20 days after completion of project Summary: Where We’ve Been • Certification • Grant Agreement • Request to Obligate Funds form • Notice of Obligation • RfR • Monthly Reporting Revisit and Reflect • What “a-ha’s” do you want to take with you? • What do you want to stay mindful of? • How did this overview help you? Questions???