Federal/State Grants Management

Role of Grants Management Unit  Calculate grant allocations and prepare Grant Award Notifications  10/1 enrollment  Census data  Grant Award Program (GAP)  Monitor and report grant expenditures  Review and approve grant budgets  Technical assistance regarding budget coding and calculations Louisiana Believes 2

Electronic Grants Management System (eGMS) 3 Louisiana Believes  Web-based grants management system  Log on   Username and password  Access maintained by security coordinator  Public access

Non-eGMS Grants 4 Louisiana Believes  Some grants are still managed via a “paper” application process  Submitted via   Approved applications are posted to Department’s website 

Substantially Approved Applications 5 Louisiana Believes  EDGAR reads as follows:  …to make subgrants on the basis of a formula, the State may not authorize an applicant for a subgrant to obligate funds until the later of the following two dates: (1) The date that the State may begin to obligate funds; or (2) The date that the applicant submits its application to the State in substantially approvable form  eGMS Definition of Substantially Approvable  The date the application is successfully submitted to LDE  Non-eGMS Definition of Substantially Approvable  The date the award is approved by BESE

Application Review Process 6 Louisiana Believes  Fiscal Review  Budget coding according to LAUGH  See Object Codes handout  Budget calculations  Programmatic Review  Program goals and objectives  Allowable costs in alignment with program goals/objectives

Criteria for Allowable Costs 7 Louisiana Believes  Necessary and Reasonable  A cost is reasonable if it does not exceed that which would be incurred by a prudent person under similar circumstances.  Allocable to the Federal Grant Award  If the goods or services involved benefit the program, then the cost can be allocated to the Federal award.  Authorized or Not Prohibited by State or Local Law  Consistent with other Federal Policies & Regulations that apply – Program cost prohibitions take priority over A-87’s general cost principles

Budget Amendments and Revisions 8 Louisiana Believes  An amendment is necessary to request budget changes if any of the following conditions occur:  The program objectives changed from the approved application  An object code exceeds 25% of the amount budgeted  Final and/or supplemental allocation releases  Rollover fund adjustments upon approval of final PER

Periodic Expense Reports (PERs) 9 Louisiana Believes  Must be submitted quarterly  September 30, December 31, March 31,  All obligations, whether reimbursed or pending reimbursement, made during the period of July 1 – the quarterly reporting date (9/30, 12/31, 3/31)  June 30  All obligations made during period of 7/1– 6/30, only includes expenditures reimbursed  Contact Person  Roxie Townley, Division of Appropriations Control

Rollover vs. Carryover 10 Louisiana Believes  Rollover  Dependent upon approval of final PER from 6/30 for grants with an application period of July 1 – June 30  Dependent upon approval of final PER from 9/30 for grants with an application period of October 1 – September 30  Expenditures must match payments/reimbursements on final PER  Carryover (Title I only)  Dependent upon approval of 9/30 PER  Must include all obligations made through 9/30, whether reimbursed or pending reimbursements

Grant Award Program 11 Louisiana Believes Awards: Grant Award Notifications are available from the “Award” tab. First, select the Budget Year for the award you are searching for. Then, either the Grant or the Recipient. Finally, select Run Report.

Grant Award Program 12 Louisiana Believes

Grant Award Program 13 Louisiana Believes Reports: Expenditures Report – details total allocation, approved budget, YTD reimbursements, balance available for reimbursement, application status Awards by Recipient/Grant – details all awards for particular recipients/grants

Grant Award Program 14 Louisiana Believes

Helpful Links 15 Louisiana Believes  LDE Grants Management   LAUGH Guide   Grant Award Program (GAP) 

Fiscal Contacts 16 Louisiana Believes Sherrie Prosperie, Budget Analyst (NCLB Programs), Division of Ed Finance (225) Brad Standige, Budget Analyst(IDEA Programs), Division of Ed Finance (225) Kim Lamonte, Budget Manager (IDEA Programs), Division of Ed Finance (225) Rashaunda Matthews, Budget Administrator, Division of Ed Finance (225)

Questions 17 Louisiana Believes