21st CCLC Spring Workshop Alsip, Illinois April 21, 2009

21st Century Grant Process Final Payment/ Prepayment Determined July – submit your original application Initial Applications/ Revised Budgets/ Amendments Final Payment September Payment Final Expenditures Thru: 6/30 Due: 07/31 May Payment October Payment GRANT PROCESS April Payment November Payment Expenditures Thru: 12/31 Due: 01/31 December Payment March Payment Expenditures Thru: 03/31 Due: 04/30 January Payment February Payment Amendment (if applicable)

Budget Amendment Due Dates Amendment is required if any one budget cell changes by 20% or $1,000 whichever is larger. June 30 end date Amendment due by May 31, 2009. August 31 end date Amendment due by July 31, 2009

Where Do I Find Budgets & Amendment Forms? www.isbe.net/21cclc Resources Budget amendment forms for grants by cohort year, i.e., FY05, 07, 08, 09. Continuation forms by year also; FY07, 08, 09. Everything you need is in your packet.

Onsite Budget Work Grantees will make appointments to work with ISBE consultants in Chicago or Spfld—May, June 1 ½ hour increments if single grant Double block time if you have multiple grants Grantee Teams of Two Program person Fiscal person Goal--To leave with a substantially approvable budget Final budget with original signature will be mailed to ISBE Budgets will not be finalized and a grant agreement sent to grantees until a Continuation Application and budget re received and reviewed in ISBE offices at Springfield.

Continuation Applications No automatic continuation of a grant Continuation Application and Budget must both be completed and mailed to ISBE. If you work with us onsite prior to July 1, the begin date of the grant will be July 1. If you do not work with us onsite prior to July 1, the begin date of the grant will be the date on which a budget is received at ISBE. Budget negotiations and corrections may continue after the date of receipt.

Changes for FY10 Function 2300--Administration Food Costs— Limited to 5% of the total budget allocation Be sure to categorize correctly Food Costs— Allowed for meetings that include family members and that take place during regular mealtime hours Maximum allowable is $10 per person No for meals for computer classes, GED classes, and others of this nature..

Subcontracting Attachment 10 To be completed by those who have subcontracting within their budget (Object 300 expenses) that are paid via a contract Information required: All pertinent information about subcontractor Measurable and time specific services to be provided Need and purpose Amount to be paid Projected number of participants to be served

Federal Guidance (2003) Private School Participation F-16: Are private school students eligible to participate in 21st CCLC activities carried out in public schools? Yes. Students, teachers, and other educational personnel are eligible to participate in 21st CCLC programs on an equitable basis. A public school or other public or private organization that is awarded a grant must provide equitable services to private school students, and their families. In designing a program that meets this requirement, grantees must provide comparable opportunities for the participation of both public- and private-school students in the area served by the grant. Grantees must consult with private school officials during the design and development of the 21st CCLC program on issues such as how the children's needs will be identified and what services will be offered. Services and benefits provided to private school students must be secular, neutral, and non-ideological.

Non Public Assurances Attachment 11 Smaller communities consult with the non public school (s) in the community Large cities Must consult with nonpublic schools in the catchment area Usually a one mile radius suffices Suburban or other highly populous areas—consult with those in the area/vicinity. Consult with those with like populations. We will be checking the Title I nonpublic lists to see if there are schools in your area

Credit Recovery Attachment 12 Must be completed by all grantees that propose classes for credit recovery that are state-required graduation courses Course name Amount of credit Course description Rationale for why this is supplemental Signature of superintendent of district issuing credit Signature of fiscal agent of grant

Consultants will look for: Professional Development— Funds must be included for a minimum of two state level workshops If there are no funds listed in budget, we will look for explanation in the Continuation application as to how the PD will be paid for

Evaluation Funds must included in budget for evaluation purposes, function 2620 Internal External If no funds allocated, we will be working with you on this.

Supplement vs. Supplant Cannot approve regular expenses—e.g. rent, utilities, etc., that are regular costs of “doing business.” Cannot approve expenses required by state law. Principals’ and superintendents’ salaries and other supervisory personnel required by state law cannot be charged to a grant. Payroll must be supported by time and effort documents. Only costs incurred as a result of the grant, e.g. additional clerical time, additional phone usage, renting a meeting room for professional development.

Payment Schedules Payments are requested in months as needed, based on projected dates of expenditures. Salaries and fringe benefits are expended in equal intervals and should be projected in this manner. Supplies, materials, and contracted services should be requested in month in which the expenditure is expected.

Non Allowable Costs Overnight or out of state travel for students Daily snacks/meals for students Food for Professional Development events, faculty, staff, or administrative meetings or for staff in any setting Clothing

Non Allowable Costs Equipment Incentives of cash, clothing, or others that are unreasonable in proportion to the amount of funding Furniture Staff events that include retreats, lock-ins, or similar

Non Allowable Costs Field trips that are purely recreational Membership dues to organizations, societies Promotional or marketing items Pens, caps, totes, mugs, banners, etc.

More Non Allowable Costs Capital improvements or construction, remodeling, or renovation Credit recovery courses previously offered and paid for by district or other funds sources Supplanting

Salaries Payroll must be supported with time and attendance records. Salaries chargeable to more than one grant program or cost objective must be supported by appropriate time and effort (time distribution) records. People who work on multiple grants must have time pro-rated among the grants.

Indirect Costs Costs incurred for common or joint objectives that cannot easily and specifically be identified with a particular grant Payroll Accounting Data processing Functions 2510, 2520, 2570, 2640 and 2660—if direct costs here, no indirect costs can be used on budgets

Indirect Costs, Continued CBOs/FBOs use the state average—not yet determined for FY10 School districts can use the amounts in their NCLB consolidated applications (after October 1) If use indirect cost rates, amendment will be necessary Universities use 8%

Out of State Travel 50 or more miles from Illinois’s borders No out of state travel without prior permission from ISBE Submit request on letterhead with who, what, when, where, and why—Estimated total expenses. Request should come from the fiscal agent, not the individual school If more than one grant, e.g., Rockford, CPS, etc., be sure to include the cohort this grant is from for proper placement into file Do not schedule airfare, hotel, etc. until permission is received

Grantee Requirements A complete copy of the current year grant agreement, approved budget, and approved amendments must be maintained by the grant recipient in a permanent file. Continuation applications with grant agreements and budgets must also be maintained in the permanent file. Documents are reviewed by ISBE staff and LPA contractors to determine fiscal and program compliance. EDGAR rules require that records be retained for three years after completing activities pertaining to grant funds or until all outstanding claims have been resolved.

Common Errors Not enough detail Using zeroes, decimals, etc. Payment schedule not set up to reflect when payments are really needed (leads to excess cash on hand) Not putting wc/uc in Object 300 Not delineating supplies Categorizing workers’ salaries in wrong place 2210 - salary here cannot be for time with student contact

More Common Errors 4000, 300 - not putting payments to government entities, LEAs here, regardless of service provided Not having original signatures on budgets and grant agreements Forgetting to mail hard copy after faxing Not establishing end date request Not submitting an original budget because believing continuation means automatic renewal Not keeping copies of the final approved budget which may have changes made by ISBE

RESOURCES www.isbe.net/funding/pdf/fiscal_procedure_handbk.pdf Fiscal Policies and Procedures Handbook www.isbe.net/21ccc budget amendment forms continuation applications

FUNDING & DISBURSEMENT SERVICES DIVISION ADMINISTRATOR: TIM IMLER SUPERVISOR: MARY MORRISON (State/Federal Grants) FISCAL CONSULTANTS: KIM LEWIS & SALLY CRAY EXPENDITURE REPORTS: ERNIE BARROW DIVISION PHONE NUMBER: 217.782.5256 E-mail Addresses: timler@isbe.net mmorriso@isbe.net klewis@isbe.net scray@isbe.net ebarrow@isbe.net

GRANTS & PROGRAMS DIVISION Division Administrator—217/524-4832 Gina Hopper--ghopper@isbe.net Division Supervisor Marci Johnson--marjohns@isbe.net Springfield Consultants Gail Meisner-- gmeisner@isbe.net Gary Miller-- gmiller@isbe.net Chicago Consultant--312/814-2220 Joe Banks--jbanks@isbe.net Support Staff Pam Bokamp--pbokamp@isbe.net

QUESTIONS?