Transcript OFFICE OF INDEPENDENT EDUCATION & PARENTAL CHOICE …

OFFICE OF INDEPENDENT
EDUCATION & PARENTAL CHOICE
Monitoring and Reporting
2009 CSP Grant Training
Timelines
This is a multi-year project with a maximum
program performance period of 36 months and is
comprised of 3 budget periods:
• Planning and Program Development (max 18 months)
• Implementation 1 (max 12 months)
• Implementation 2 (max 12 months)
The three budget periods combined may not
exceed 36 months and the budget periods may not
overlap.
Transitioning Between Phases
Planning to Implementation 1:
• Signed DOE 150 Project Amendment Request
• Signed DOE 101 Budget Narrative Form
• Signed Copy of Charter Contract
• Signed Copy of Lease Agreement for Facility
• Proof of Governance Training
• Itemized Expense Report
Transitioning Between Phases
Implementation 1 to Implementation 2:
• Signed DOE 150 Project Amendment Request
• Signed DOE 101 Budget Narrative Form
• Proof of Curriculum, Instruction, Assessment
and Accountability Training
• Proof of Business, Finance and Accounting
Training
• Itemized Expense Report
• A report indicating progress toward each
project objective in Attachment J.
Transitioning Between Phases
Submitted at the end of Implementation 2:
• Itemized Expense Report
• A report indicating progress toward each
project objective in Attachment J.
*Reminder* IRS Determination
Letter for 501(c)3 status:
• A copy must be submitted as
soon as it has been received.
How to Report
Documentation* must be submitted
to your Grant Specialist:
Office of Independent Education
and Parental Choice
Florida Department of Education
325 W. Gaines Street, Room 522
Tallahassee, Florida 32399-0400
*Submit DOE Forms to the Sponsor for appropriate signatures.
General
Reporting Tips
To expedite the transition between phases and
avoid time consuming errors:
•
Make sure you are using the appropriate forms
(Charter School Use Only)
•
E-mail or fax DOE Forms to your Grant Specialist
for review prior to submitting them to the Sponsor.
Attachment J
Reporting Tips
When reporting on
progress towards grant
objectives, be sure to
label each document with
the specific objective that
it supports or verifies.
Site Visit Procedures
Grant specialists will conduct site visits to as
many grant recipients as possible to monitor
compliance with program requirements.
• Site visits will occur primarily during the
Implementation 1 budget period
• DOE will send written notification prior to the visit
• The school principal must be available during the
site visit
• Site visits typically take 3-4 hours to complete
Site Visit Procedures
During the site visit, representatives from the
DOE will request to examine the following
documentation for only items purchased with
CSP grant funds:
• Itemized Expense Reports
• Proof of Purchase (receipts, travel vouchers,
requisitions, invoices, payroll records, purchase
orders, contracts, etc.)
• Inventory Records (may request walk through of
charter school facility with physical verification of
items purchased with CSP grant funds)
Site Visit Procedures
The following are questions that may be asked and
documentation that may be requested for
inspection during the visit:
• How did your school use CSP grant funds to meet
your original goals and objectives as stated in your
application?
• What documentation do you have to support
grant-funded expenditures?
Examples of purchases requiring documentation include:
Staff salaries and/or consultant fees, professional services,
marketing or recruitment materials, travel/conferences,
furniture, computers and/or software, equipment and supplies,
curriculum materials, professional development and/or training
Site Visit Procedures
(continued)
• What purchases with grant funds were made by
contracting with a vendor? Provide a copy of
competitive bids and cost analysis for these
purchases.
• To receive funding for Implementation 1 or 2, provide
the following documentation for the required training:
Person(s) providing the training
Date(s) of training
Person(s) receiving training (and title)
• For charter schools that include Pre-K or adult
education students, how does the school distinguish
the use of CSP grant funds between grade levels?
Site Visit Procedures
(continued)
•
If an admission lottery was used, do the
schools policies meet state and federal
requirements?
•
What inventory system has your school
implemented to track merchandise
purchased with CSP grant funds? (i.e.,
purchases with a life of more than one
year)
•
What documentation do you have to
support the inventory system?
Inventory Management
Item Categories
• Capital Outlay
- All 600 object codes
• Materials and Supplies
- All 500 object codes
Inventory Management
Use of Equipment
• All items purchased must be used for the school
(K-12) receiving the grant – even after CSP funding
expires.
Disposition of Equipment
• When original equipment acquired under the CSP
grant is no longer needed, the disposition of
equipment will be made as specified in the DOE
Green Book (Section F).
Inventory Management
Item Documentation
• Serial # or other ID, description of item, funding
source and percentage, acquisition date, cost,
room location, condition, and disposition date
Inventory
• Conducted annually
• Update item condition, inventory date, room
location, and disposition date
• Must research any unusual findings
Handout 14: Inventory Management Example
Q&A
Questions?