DROPOUT PREVENTION GRANT REPORTING REQUIREMENTS

Items You Should Have Received from the Committee Request for Payment of Appropriation(s) from North Carolina General Fund form. Statement of No Overdue Tax Debts. Vendor Electronic Payment form (for recipients who want their payments sent electronically).

Items I Should Have Received from You Signed and notarized Request for Appropriations form. Non-profit agencies must submit all items in Part B of said signed and notarized form. Signed Vendor Electronic Payment form with an attached original-voided check.

Items You Will Receive from Me Contract letter. Two contracts for your signature. North Carolina General Statute 143C

We Gave You What You Requested, So When Do We Get Paid? All signed contracts from you will be forwarded to the DPG Chairperson for signature. Upon receipt of contracts, payments will be entered on the nearest pay date in January Payment letters will accompany a copy of the signed contract and/or 1 st payment.

Now That Weve Got Our Money, Whats Next? Submission of reporting requirements. Reporting requirements are to be submitted online at

What Are Reporting Requirements? Reporting requirements are an auditing tool that is due to the State of North Carolina and is completely different from EDSTAR. OSBM (Office of State Budget and Management) wants to know what your organization is all about, how much funding your organization received, and how the funds you received were spent.

When Are They Due? Reporting requirements are due six (6) months after the organizations fiscal year ends if the total amount of the state grants is less than $500,000. Reporting requirements are due nine (9) months after the organizations fiscal year ends if the total amount of the state grants is $500,000 or more. A yellow-book audit is required.

How Do We Submit the Reporting Requirements? At least two people in the organization should have access to NCGrants in order to submit the reporting requirements online due to personnel changes, etc., to prevent reporting delays. You must have NCID security.

Im In It, What Do I Do Now? Once youve accessed the website, you will see on the top of the screen Grantee Success in red letters. Below it will be the year of your grant award(s) and grant level, and colored folders.

Folder Definitions The grey folder represents No Disbursements. The blue folder represents Not Submitted. The yellow folder represents Submitted/Work in Progress. The red folder represents Rejected. The green folder represents Approved.

Level 1 - < $25,000 Due 6 months after organizations fiscal year end. The following reporting requirement items need to be submitted: Certification Statement, and State Grants Compliance Reporting

Level 2 - $25,000 but < $500,000 Due 6 months after organizations fiscal year end. The following reporting requirement items need to be submitted: Certification Statement, State Grants Compliance Reporting, Program Activities and Accomplishments, and Schedule of Receipts and Expenditures.

Level 3 - $500,000 or More Due 9 months after organizations fiscal year end. The following reporting requirement items need to be submitted: Certification Statement, State Grants Compliance Reporting, Program Activities and Accomplishments, and Yellow-Book Audit

This preceding information can be found at It is located at top of the page, click on the Publications & Reports Section.

Everything Has Been Submitted, Are We Okay? Gene Bruton at or call him at (919) to alert him. Include the following in the or telephone call: your organizations federal identification number and telephone number.

What Happens When We Do Not Submit The Reporting Requirements? Non-profit agencies who fail to submit the reporting requirements are put on a Suspension of Funding List (SOFL) by OSBM. This information is based on the non-profit agencys fiscal year end. OSBM contacts the grantors and grantees alerting them on a monthly basis. Grantors are instructed by OSBM not to disburse funding until the reporting requirements have been submitted and approved by the granting agency(ies).

Deadline to Spend DPG Funds If your organization received funding for the fiscal year, the deadline was August 31, 2010please submit the refund immediately payable to: NC Department of Public Instruction. In the check memo, write DPG Refund. If your organization received funding for the fiscal year, the deadline is June 30, If your organization received funding for the fiscal year, the deadline is June 30, 2012.

Things to Remember Alert DPI of any changes, i.e., personnel, contact information, etc. If your organization received DPG funding for FY and had unexpended funds as of August 31, 2010, you must submit DPI a refund immediately. Please be sure that there are adequate funds in your organizations bank account prior to submitting the refund.

Things to Remember (contd) Reporting requirements are due six (6) months after the fiscal year end online to OSBM at after your organizations fiscal year ends if you received less than $500,000. Reporting requirements are due nine (9) months after the fiscal year end online to OSBM at after your organizations fiscal year ends if you received $500,000 or more.

If You Need Help, Ask For It We Are Here to Assist You. Call Nicol Mitchell-Richardson at (919) or if you have questions regarding your payments and reporting Call Eugene Bruton at (919) or if you have questions regarding approval of reporting requirements and/or SOFL. Call Debora Williams at (919) or if you have budget changes.

Resources NCGrants--Starting point for reporting on grant awards: Website: Technical Helpdesk: Questions about reports? Contact the state agency in charge of your organizations state grant.

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