Transcript HEP/CAMP New Director’s Training Developing and Managing the Program Budget Facilitators: Dr. Maria Escobedo, CAMP Director Ana Zambie, HEP Director.

HEP/CAMP New
Director’s Training
Developing and
Managing the Program
Budget
Facilitators: Dr. Maria Escobedo, CAMP Director
Ana Zambie, HEP Director
The Grant Award
Notification (GAN)
The HEP or CAMP grant application
proposes the original five-year
budget.
The Grant Award Notification (GAN)
reflects the approved budget.
Budget Revision
Whether a new grant award, a
continuation or a supplemental
award, the grantee submits a
budget revision to acknowledge
and accept the award and all
conditions.
Budget Revision
 Due within 30 days of your individual grant
award effective date
 Reconcile your budget revision with
Institution’s budget office
 Include cover page
 Include Institution name and PR number on
each sheet
 Allow ample time to reconcile expenditures and
get needed signatures before due date
Budget Revision
Form ED 524 Section A
 Budget Categories- Direct costs








Personnel- position vacancies
Fringe
Travel
Equipment (US Government vs. your Institution)
Supplies
Contractual
Construction
Other
Budget Revision
Form ED 524 Section A
 Budget Categories
 Indirect Costs
 Training Stipends
 no indirect costs charged
Budget Revision ED 524
Section B
 Same Budget Categories
For Section A and B
 Report actual for end of Project Year
 Report projected for upcoming
Project Year
Budget Revision ED 524
Section C
 Why are your projected numbers different
from GAN amounts?
 Why did you exceed certain budget
categories?
 Why did you under spend in others?
 Discuss non-Federal match
 Address carryover from previous years
Carryover up to 15% of
Original GAN award amount
 Carryover balance: Unexpended funds of
the grantee from a previous budget
period under a grant that are authorized
for use to cover allowable costs in a
current budget period (EDGAR Section
75.253).
 Program staff may require a description
of how the unexpended funds will be
used.
Budget Transfers
 Moving money from one budget category
to another
 No prior approvals needed for most budget
transfers
 Cannot move stipend money to direct cost
line items
 When in doubt, check with your program
officer
Allowable Costs
 Are necessary and reasonable for the performance
of the award;
 Conform with Federal cost principles;
 Are consistent with uniform procedures of the
organization;
 Are determined in accordance with generallyaccepted accounting principles; and
 Are not included in any other Federally-financed
grant (unless authorized by statute).
 When in doubt, ask your Program Officer
Reasonable Costs
 A cost is reasonable if it does not exceed
that which would be incurred by a
prudent person under the circumstances
prevailing at the time the decision was
made to incur the cost. See the
appropriate cost principles circular
(OMB): A-21 for Educational Institutions
(IHEs), or A-122 for Non-Profit
Organizations.
Institutional Differences
 Each Institution has established
accounting methods
 Stipend payments reporting
 HEP
 CAMP
Reporting budget items in
APR
 Cover Sheet
 Expenditures
 Indirect Cost Information
 Signature
Reporting Budget Items in
APR
 Section E
 Same Budget Categories as ED 524
 Report Revised Budget Amounts
 Mark carryover in each category
 Report Actual Expenditures Amounts
 Discuss differences in narrative
Time Extensions
 Work with your Program Officer
 Request before end of project
 Submit within 60 days
Questions?
Dr. Maria Escobedo
CAMP Director
California State University, Bakersfield
Bakersfield, CA
[email protected]
Ana Zambie
HEP Coordinator
Madison Area Technical College
Madison, WI
[email protected]