Final Expenditure Report General Instructions July, 2016 Maryanne Durski, Executive Director, Office of Local Finance

Consolidated Funding Application (CFA) Other Grants (excluding State Funds and School-level Grants)

Reimbursement Requests FY16 Reimbursement Requests for FY15-16 ePlan is still open for reimbursement request for FY 15-16 Expenditures prior to June 30 should be requested from FY16 funds in ePlan prior to completing the Final Expenditure Report (FER) Fiscal Information As Of Date should be June 30, 2016

Reimbursement Requests FY17 Reimbursement Requests for FY16-17 Expenditures incurred July 1, 2016 and later should be requested from FY17 funds in ePlan FY17 application must be in “LEA Authorized Representative Approved” OR “Revision Started” status

Final Expenditure Report Final Expenditure Report (FER) Covers expenditures incurred between July 1, 2015 to June 30, 2016 Due August 1, 2016 in ePlan

Final Expenditure Report - Carryover Carryover (if applicable) loaded ONLY after FER is completed – part of the FER process Carryover will move into new grant application where it will need to be budgeted

FER - Procedure Application must be in Approved status All pending reimbursement requests must be paid OR If a reimbursement request has been started for FY16, it may be deleted prior to beginning the FER; reimbursement will be made as part of the FER process. If there is a reimbursement request for a negative amount, delete the request. “Excess” funds will be moved to FY17 as cash on hand.

FER - Procedure End of Fiscal Year All application revisions complete No intent to further revise No pending Reimbursement Requests LEA changes status to “FER Draft Started”

FER - Procedure LEA is now in the FER workflow No more budget or application revisions allowed May not create any new Reimbursement Requests Each grant section now contains a Final Expenditure Report page New FER section

FER – Procedure

FER – Reporting Expenditures Report YTD expenditures by account and line item FER only displays accounts and line items that contain approved budget Can only enter expenditures for cells with approved budget Can only exceed budgeted amount by 10%; otherwise a budget revision is required Hover on cell to see approved budget amount Complete for each grant

FER - Procedure After all expenditures have been entered, go to Sections page, Final Expenditure Report

FER Adjustments Summarizes Allocation, Expenditures, Cash Received and Remaining Amounts LEA fills in amount to carry over and/or acknowledges intent to not carry over remaining funds IF carryover allowed Switch to HMB presentation on FER Have live demo up and running

FER Adjustments If carryover is not allowed, screen will only provide the summary of Allocation, Expenditures, Cash Received and Remaining Amounts Switch to HMB presentation on FER Have live demo up and running

FER – Completion When expenditures are entered and adjustments (if applicable) are completed, go to Sections Page of FER Click FER Draft Completed Will send application to TDOE for approval

FER Approval For grants with carryover: Decreases this year’s allocations by carryover amount Increases next year’s allocations by carryover amount The addition of carryover will put application into Revision Started status Moves excess Cash on Hand from this year’s application to next year Generates Reimbursement Request(s) for LEA to pay them any outstanding deficits in each grant Switch to HMB presentation on FER Have live demo up and running

FER Approval Decreases FY16 allocations by carryover amount Switch to HMB presentation on FER Have live demo up and running

FER Approval Increases FY17 allocations by carryover amount Switch to HMB presentation on FER Have live demo up and running

FER Approval Moves excess Cash on Hand from FY16 application to FY17 – displays on Reimbursement Request screen Switch to HMB presentation on FER Have live demo up and running

FER Approval Generates Reimbursement Request(s) for LEA to pay them any outstanding amount owed in grant Switch to HMB presentation on FER Have live demo up and running

FER Approval For grants with NO carryover: Generates Reimbursement Request(s) for LEA to pay them any outstanding deficits in each grant Completes the grant for FY16 Switch to HMB presentation on FER Have live demo up and running

FER Adjustments Additional columns if transfers to Consolidated Administration Switch to HMB presentation on FER Have live demo up and running

FER Adjustments Any unspent Consolidated Administration funds will be moved to FY17 grants as carryover Funds will be returned to contributing grants in the same proportion as original transfer If a refund is necessary, we will advise the LEA on an individual basis Switch to HMB presentation on FER Have live demo up and running

Questions?

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