ESSA Grants and Multi-Year Jennifer Ahern and Jennyfer Cabral, Grants Management November 2, 2018

What is EdGrants? EdGrants is the financial grants management system the Department uses. Applicants submit grant applications and amendment requests. Applicants can draw down their grant funds. Applicants can review their Project Record Card. EdGrants is what makes the multi-year feature possible.

Benefits of the multi-year feature Access to the federal “Tydings provision” which allows these funds to be obligated over 27 months. Extends the end date of your grant into June of the next fiscal year; alleviating the need to re-apply for “carryover” funds. Aims to reduce eliminate(!) return of federal grant funds.

Federal multi-year grant lifecycle FY2018 Award Period of Availability: Upon Approval – September 30, 2019 Year 1: Upon Approval – June 30, 2018 Year 2: July 1, 2018 – June 30, 2019 Year 3: July 1, 2019 – September 30 2019* FY2019 Award Period of Availability: Upon Approval – September 30, 2020 Upon Approval – June 30, 2019 July 1, 2019 – June 30, 2020 July 1, 2020 – September 30, 2020* *Year 3 should not be necessary. It is a 3-month timeframe; DESE expects all funds to be used in year 2 no later than the end of year 2 (June 30th).

Year 1: Upon Approval – June 30th July FY2019 Grant Statement of Assurances is due Verify the district’s registration status in both Dun & Bradstreet and System for Award Management (SAM) for FFATA reporting. July / August Complete grant application / submit in EdGrants Start date cannot be prior to submission date August / September Initial payment sent once grant has been programmatically approved and fiscal set-up is complete Initial payment is 10% of the grant award amount September - June Once initial payment is received, Applicant has access to Request for Funds (monthly draw down windows) Request for Funds windows: 20th – last day if the month

Year 1: Upon Approval – June 30th continued October Line item amendments can be requested / submitted Line item amendments can continue to be requested up to 30 days prior to the grant end date April Begin to prep for multi-year roll May Submit multi-year delegation year 1 to year 2 Multi-year submission dates: May 1st through 14th Cannot revise / cannot extend June Grant end date is 6/30 unless multi-year delegation was submitted

What is the multi-year delegation? The multi-year delegation is the tool in EdGrants that extends the end date of the grant beyond the year 1 end date of 6/30.

Moving too much (or too little) into Year 2 Funds moved into year 2 will be available to draw down during the year 2 payment request windows. July 1st – 10th August 1st – 10th Since multi-year was filed, the end date is now 6/30 of the next fiscal year. Since multi-year was filed, year 1 funds can be drawn during the year 1 payment request windows and applied to year 2 obligations.

Did not file a multi-year delegation form Grant end date is 6/30 year 1.  Unclaimed balances left in year 1 will roll into year 2 in September. The grant end date will be extended to 6/30 of year 2 in September. This practice leaves the grantee exposed for audit pings and cash flow issues. If unsure, always file a multi-year moving a small amount.

Salaries for the school year paid out in summer Salaries for services that occurred prior to 6/30 (obligated) are year 1, regardless of when they are paid out (expended).

Multi-Year and Draw Down Windows FY2019 Grant Funds Year 1: Start Date – 6/30/2019 Was Multi-Year Submitted? YES NO Grant end date is now 6/30/2020. Funds moved into Year 2 (FY2020) of grant based on multi-year delegation submission. Grant end date is 6/30/2019. Year 1 (FY2019) balances can continue to be drawn in July and August Accounts Payable windows. Funds moved to Year 2 (FY2020) available to draw in July and August. July 20, 2019 – July 31, 2019 and August 20, 2019 – August 24, 2019 Year 2 (FY2020) Request for funds windows: July 1, 2019 – July 10, 2019 and August 1, 2019 – August 10, 2019 Year 1 (FY2019) balances left unclaimed will roll into Year 2 (FY2020) in September and will be available to draw in October. Grant end date will be extended to 6/30/2020 at that time. Multi-Year feature is available to: Title I (Fund Code 305), Title II-A (Fund Code 140), Title III (Fund Code 180 / 186), Title IV (Fund Code 309), IDEA (Fund Code 240), and Early Childhood Special Ed (Fund Code 262)

(Year 1: Approval Date – 6/30/2019) Use oldest funds first! FY2018 Award (Year 2: 7/1/2018 – 6/30/2019) FY2019 Award (Year 1: Approval Date – 6/30/2019) Project Duration Approval date – 6/30/2019* *Multi-Year was filed in April; or Year 1 balance was rolled into Year 2 of grant. Approval Date – 6/30/2019** **Multi-year filing in May will bump end date to 6/30/2020. Shift Approved Expenditures to oldest funds RASP Approved Budget Salaries Supplies Travel Stipends Amend grant! PD

Amendments are Required when: there is any significant change in program objectives; or there is any increase or decrease in the total amount of the grant; or an increase in a line of the budget exceeds $100 or 10% of the line (whichever is greater), or exceeds $10,000.

How to Amend Contact program unit (RASP liaison) and tell them you’d like to request an amendment. RASP team member will send the grant project back to Application Submission step; find it in Submissions (no date/time stamp) Make requested changes and note a description at the top of the Budget Entry formlet. Attachments list: attach revised cover sheet (only applicable if increase/decrease to total award); attach revised workbook (if applicable) Once submitted, the grant enters the internal workflow in EdGrants

Application Submission (Applicant) EdGrants Workflow Application Submission (Applicant) Program Unit Internal Review (RASP team member) Program Unit Project Approval (RASP team member) Grants Management Review / Award step (Grants Management) CT Return* (Grants Management) Post Award Reporting Initial Payment sent (Grants Management) Payment windows available (20th – last day of month) NEW! Payment submission prevented when grant project is under amendment! *CT Return step is applicable only when change to total grant award amount

Final Financial Reports (FR-1) Transitional Period FY2017 reports and earlier: Use Excel form and email to EdGrants@doe.mass.edu For GIS grants housed in the payment center (https://doegrants.wji.com/) use the payment center to file your final report. Print, sign and send in hard copy mail.

FY2018 Final Financial Reports (FR-1): File report in EdGrants Available in the submissions menu after the year 1 end date whether multi-year was filed or not Do not need to file until fully expended Amendments / shifting expenses should be done to fully expend the award (No grant returns!) Attachments list is where you include a signed PDF/upload Grants Management will offer webinars in June and throughout the summer/fall

Final Financial Report due dates Final reports are due to be submitted 60 days after the project ends. Grant End Final Report Due 6/30/2018. District determined that no multi-year necessary. Fully spent award in year 1. 8/31/2018. 6/30/2019. District filed multi-year delegation and moved funds into year 2. 60 days after grant is fully expended or 8/31/2019, whichever is sooner. 9/30/2019. District could not spend funds in 2 years. Requested an exception to move funds into year 3. This should not be necessary if you are reconciling / shifting expenses over to oldest award! 60 days after grant is fully expended or 11/30/2019 whichever is sooner.

Jenn Ahern & Jennyfer Cabral Thank You Jenn Ahern & Jennyfer Cabral EdGrants@doe.mass.edu 781-338-6595 www.doe.mass.edu/Grants