10/16/20151 ACCOUNTING for YOUR GRANT

Presenter Grants Accountant for 21 st CCLC ⁻Regina Hailey ⁻ /16/20152

Purpose of Presentation Overview of Consolidated Application Overview of Grants Accounting Process Importance of communication between Grantees, Program and Grants Accounting

Agenda Title IV-B, 21 st CCLC Consolidated Application Process Invoice Application GAORS Completion Report Communication 10/16/20154

New Grantee Startup Forms Grantee must ensure that all banking information is turned in to Grants Accounting – Vendor Banking Form Grantee must assign roles for applications – (Con AP, GAORS, Invoice Application, Completion Reports) 10/16/20155

Grant Activation Grantee must sign off on prayer certification Grantee must make grant active in programs tab 10/16/20156

Logging into the Consolidated Application 10/16/20157

Steps to access 21 st CCLC Grant 10/16/20158

Applications Screen 10/16/20159

Open System Application 10/16/201510

List of All Grants 10/16/ Click to open Grant Budget Status Please note the Program type “Original or Amendment

System Allocation 10/16/ Approval information by Grants Accounting Allocation

System Budget 10/16/ All changes to budget appear highlighted in blue Carryover added

Budgets Budget by function and object codes Coordinate submitting budgets by system Monitor Budgets(communication between LEA, Program and Grants Accounting)

When can an Amendment be Created? An amendment can be created(by Coordinator or Grants Accounting) once a grant is in approved status. Why would an amendment be created? – When carryover/additional allocation is added to original allocation by Grants Accounting. – When the system needs to revise how the funds were budgeted. 10/16/201515

Budget Amendment Outside of function code variance 10% variance Change in the scope of the program Post audit purposes

Common Problems Function Code/Object Code and Allowable Expenditures: Only function/object codes that are approved by GaDOE can be used in Con App. If a grantee wants a code that is not in the drop down, please contact the Budget Analyst. Unbudgeted Funds: All funds must be budgeted in Con App. Grantee should not submit budget for approval if there are funds that are unbudgeted. Coordinator Sign off: Coordinator must sign-off on each budget before it can be signed off by Superintendent. Superintendent Sign off: Superintendent must sign-off on each budget before it can be reviewed by program manager. 10/16/201517

Common Problems Coordinator has signed off but forgot to upload required files: Response – Contact Superintendent to reject grant, this will allow coordinator to upload and resubmit. My grant has not been approved : Response – Check the Program Status screen to ensure that the budget tab shows Superintendent or Budget Analyst has signed off. Program Manager has signed off but funds are not seen in GAORS: Response – Look at date of sign-off by program manager, if it is more than two days, contact Grants Accounting – (Regina Hailey) 10/16/201518

Common Con-Ap Questions How do I have a budget rejected?: Response – If the budget side is signed off by the coordinator – only the Superintendent can reject it. If budget side is signed off by Superintendent – only the program manager can reject it. If budget side is signed off by program manager – only Grants Accounting can reject it. 10/16/201519

How will you know if grant is approved? The grant goes through a sign-off process – Coordinator sign-off Superintendent sign-off Program Manager sign-off  Grants Accounting Approval 10/16/201520

Invoice Application Log into the Portal Click on Invoice application Select “21 st CCLC” Select month that you are requesting funds Add line item information Submit to Program Manager for approval Grants accounting approves and payment is made 10/16/201521

Invoice Application 10/16/ Approved budget amount Total amount of funds paid to date List of invoices to be paid Approved budget amount Total amount of funds paid to date List of invoices to be paid

GAORS GAORS (Grants Accounting On-line Reporting System ) Approved Budgets 15 payment request per grant ( one per month) Reimbursement Request-Payments to grantee Payments request created each Thursday and payments deposited in Bank account the subsequent Thursday

List of DE147 (Payment Requests) 10/16/201524

Program Managers Status Report Assist grantee program managers and directors to monitor spending of Program Shows total percentage of grant spent based on expenditures Read only document Can be exported to Excel 10/16/201525

Program Manager’s Report 10/16/201526

Completion Report Grant Period-07/01/XX – 09/30/XX Due 10/31/XX Expenditures as of September 30 th Report expenditures by function and object Refunds/Cash Shortages Request to reopen Completion Reports

COMMUNICATION You are our Customers. We are here to HELP. 10/16/201528

Questions and Answers 10/16/201529

GRANTS ACCOUNTING TEAM DELLA KILPATRICK – ACCOUNTING MANAGER ( ) DARLENE LESLIE – GRANTS ADMINISTRATOR ( ) REGINA HAILEY – GRANTS ACCOUNTANT ( )