CSP Grant Budgets 101- It ’ s the Magic Number

DOE Grant Specialists Charlene Burke (850) Bay Duval Escambia Hillsborough Lake Leon Orange Osceola Polk Santa Rosa Volusia Laura Pond (850) Broward Glades Lee Manatee Pinellas Sarasota St. Lucie Helen Giraitis Interim ( 850) Miami-Dade

Allowable Expenditures Project funds must be used for activities that directly support the accomplishment of the project purpose, priorities, and expected outcomes. All expenditures must be consistent with applicable state and federal laws, regulations, and guidance. Handout A

General Reporting Tips To expedite the transition between phases and avoid time consuming errors: Make sure you are using the appropriate forms (Charter School Use Only) or fax DOE Forms to your Grant Specialist for review prior to submitting them to the Sponsor. Make sure to give yourself plenty of time well BEFORE your project end date.

Timely Paperwork & Documentation PhaseFormDocumentation Planning (Phase 1) DOE 101—Revised Budget Board Member List Approved Charter Application Implementation 1* (Phase 2) DOE 150— needs 2 Original Signatures DOE 101 Itemized Expense Report * Schools that begin in Implementation 1 do not need to submit a DOE 150. Completed Board Training Signed Lease Required Polices (Conflict of Interest, Lottery, Procurement) Completed Itemized Expense Report for Planning Funds Objective Documentation (Attachment J) End of Phase 1 * Schools that begin in Implementation 1 must also submit the required Planning (Phase 1) documentation. Implementation 2 (Phase 3) DOE 150— needs 2 Original Signatures DOE 101 Itemized Expense Report Completed Itemized Expense Report for Imp 1 Funds Board Minutes with approval of revised policies Objective Documentation (Attachment J) End of Phase 2 Handout B

Forms Checklist Correct Forms?  Start of project phase – DOE 150, DOE 101  Project amendment – DOE 150, DOE 151 Charter School Forms?  DOE 150 has “Charter School Use Only,” and two required signatures. Allowable Expenses?  Check against Allowable/Unallowable table.

Charter School Web Site

Budget Narrative Items purchased must be included in the Budget Narrative Form

When completing the DOE 101/151 for budget narratives, be specific in Column (3) by including: Category Use (grades, room, etc.) Description Quantity Price Per Unit Budget Narrative (3) ACCOUNT TITLE AND NARRATIVE Equipment: These items will be used for classroom instruction, grades K-5 (one classroom per grade level). Smartboards $2,000)

Additional tips for completing the budget narrative.  What grades will be using the item?  What room will the furniture or equipment be used in?  What staff members will be attending the training? How many?  What is the name of the software?  What is the average cost per item? How many items do you wish to purchase? Budget Narrative

Additional tips for completing the budget. Check your math: Verify the quantity of items purchased in a line is correctly multiplied by the average cost per item and the total equals the Amount in column (5). Make sure the total of all amounts equals the Total Approved Amount for the budget period. Budget Narrative

Refer to the Red Book (Financial and Program Cost Accounting and Reporting for Florida Schools) Object Codes: Sections 4-3 to 4-10 Function Codes: 4-10 to 4-15 Item Categories

Inventory Management Item Categories Capital Outlays to purchase items expected to last more than one year that have 600- series object codes Includes classroom/library furniture, computer hardware and software, classroom equipment, library books, all audio-visual purchases, etc.) Materials and Supplies Includes all materials and supplies that support classroom and direct instruction.

Item Categories Budget Narrative Form: Mixed Coding - NO!!! (1) FUNCTION (2) OBJECT (3) ACCOUNT TITLE AND NARRATIVE (4) FTE POSI TION (5) AMOUNT Library Supplies and Furnishings: 300 Library Books Approx $3.00 each/$900, 4 14 Student $50 each, 1 $250, 4 $3, Textbooks and Curriculum: “Dynamic Learning” curriculum package $500, Curriculum Training for K-5 Teachers (8 participants) 100 Language Arts Textbooks each $5,000

Item Categories Budget Narrative Form: Clear Descriptions, Proper Function/Object Codes -- (1) FUNCTION (2) OBJECT (3) ACCOUNT TITLE AND NARRATIVE (4) FTE POSIT ION (5) AMOUNT Library Books: 300 Library Books Approx $3.00 each/$900 $ *Library Furnishings: 4 14 Student 4 $2, Library Computer 1 Computer, Dell $ Textbooks: “Dynamic Learning” 100 Language Arts Textbooks each $4, Curriculum Training: “Dynamic Learning” curriculum package $500, Curriculum Training for K-5 Teachers (8 participants) $500 YES!!!

The school is the grant recipient.

Build your own budget

Budget Game Instructions 1)Build a budget for the Implementation 2 phase of the CSP Grant. 2) Choose the proper form to build your budget on. You will be applying for the Implementation 2 phase of the grant. (Use the Forms Chart for assistance). 3) In the envelope your team has been given, sort out the allowable and unallowable expenses. Hint: Use Handout A for assistance. 4) Tape the allowable expenses to the budget. 5) Check your math and make sure your budget adds up to $75,000. Multiple incorrect and Several Correct Answers.