Managing Title I Grants Jim Clark Finance, Coordination, & Reporting Branch - MSDE

Grant Management Actions Pre-start Date Actions Grant Finalization Actions Twelve Month Actions Close & Report Actions

Pre-start Date Actions Players in the Process Program Accounting HR/Contracts School Level Budget HR/Contracts/IT Pre-start Date Actions Finalization 12 month Close & Report

The Grant Process involves 3 Separate sub-grants (with overlap) Current Year Prior year 2nd Prior year

All lines lead to the Title I Grant Manager Grant Mgr. MSDE Program LEA Support Staff School level LEA Mgmt.

Pre-Start Actions Program Budget & Accounting HR/Contracts/IT Changes – new LEA priorities MSDE guidance Program Translate Program into Fiscal language Assign costs - ensure compliance Budget & Accounting Validate staffing - comparability Prepare or review requisitions HR/Contracts/IT

Accounting, HR, Contracts, IT Grant Finalization Actions Changes – MSDE allocations MSDE Master plan Program Translate updated Program into Fiscal language Assign costs - ensure compliance Budget Accounting, HR, Contracts, IT Ensure managers understand their budgets & time lines Validate staffing - comparability School – level

Accounting, HR, Contracts, IT Twelve Month Actions 12 months = 1 School-year = 1 Fiscal year – regardless of the length of a sub-grant! Program managers should plan to spend 100% of current year funds in the current fiscal year By 4-6 months – Encumbrances & Expenditures should track with grant days expended (allow for 1 month lag ) Low expenditures should be discussed early on! Program Close coordination between program and the support offices Squeaky wheel approach – gets results All concerned should understand Title I requirements & deadlines Budget Accounting, HR, Contracts, IT Ensure area & school level managers understand their budgets & time lines Program office has to PUSH stragglers! Revise budgets and plans early. School – level MSDE COORDINATION Submit change requests as soon as you know them!

Closeout Actions Program Budget/Accounting School – level By the end of April, program managers should assess ability to spend 100% of current year funds by 6/30/__ of the current fiscal year. If expenditures are lagging, examine the causes and submit a revised budget & plan to MSDE. Program Assess the current year budget status and use the results in the development of the next year’s budget. Close out fiscal year and submit Annual /Final Financial AFR report on time. Clear out any unneeded encumbrances . Meet with program office. Budget/Accounting Ensure area & school level managers understand their budgets & time lines Program office has to PUSH stragglers! Revise budgets and plans. School – level MSDE COORDINATION Submit change requests as soon as you know them!