21 st Century Community Learning Center Summer 2010 Important Reminders! Department of Public Instruction Program Monitoring and Support Division Support Services Section

Agenda Getting Started This Summer Reimbursements Monitoring Visit After the Summer is Over Final Reminders

Getting Started Use Form 208 to submit budget to your consultant for approval Also submit: - Budget narrative describing line items - Fidelity bond (non-LEAs only) - Voided check (no counter checks) - Electronic payment form (optional) - Tax ID number & last month of fiscal year - Required Assurances

Budget Reminders Cannot purchase any form of transportation: buses, vans, cars Non-LEA indirect costs are now limited to 3.16% of grant Equipment purchases exceeding $2500 must be pre- approved.

Reminders: Contracts Cannot contract with any vendor who has been suspended or debarred. Must have written contracts available for inspection. Contracts should include clearly defined deliverables.

Getting Started (continued)

Questions

Reimbursements Funding will not be released until approved by the State. Use Expenditure Summary Turnaround Form to request reimbursements. Information will be coming from consultant about this process.

Monitoring Visits You will receive at least one visit by a consultant or a specially trained contractor based on the operating schedule you submitted. You are responsible for notifying your consultant of any changes to your operating schedule. A sample monitoring form will be sent to you for review.

Monitoring Visits (continued) Have the following available for inspection: - student sign-in/sign-out sheets - attendance records/databases - employee time sheets - contracts, purchase orders - invoices, canceled checks - equipment inventory - record of criminal background checks

After the Summer is Over Begin planning for next summer: You are eligible for funding in 2011 and 2012 also! You will enter your attendance information in a federal database called PPICS. You will receive more information on this at a later time. Plan for storing inventory and records in a secure location until next summer. Inform your consultant of the address of the storage location.

Questions

Final Reminders When in doubt about a purchase or program guidelines, ask your consultant Focus on what is best for the children Future webinars: - July 1, Sept. 9, 2010

Consultants