NACTEI – May 17, 2007 Perkins in a Binder: How to GET and STAY Organized! Renee Kuharski – Dean of Career & Technical Education Colorado Mountain College Lynda Lloyd – Director of Career Services Northwest Arkansas Community College

Goal of session Provide information and details on how we organize our grant for secondary and post-secondary. Have an open conversation on what is working in your institution to organize your grant and meet all guidelines for tracking and reporting

Beyond the “to do” list…  Post Secondary Details and documents (CMC & NWACC) Details and documents (CMC & NWACC) LEA Consortium (High School fiscal agent) LEA Consortium (High School fiscal agent) State reporting State reporting

Folder – “must have paperwork” Intent to Participate signed form – –Continuation Plan & Budget – –Award documentation – –Routing and signatures – –All s, memos etc. [example; request for out of state travel] – –Copies of expenditures [order form, Purchase Order, packing slip, invoice, copy of check sent] – –Any additional backup data – –Final Report

Process CMC - 7 campuses – –Beginning in March of each year – –Memo ed out to request and update campuses: – –Details on procedures to follow – –Timeline – –Campuses prioritize requests by program – approved vocational (CTE) – –Determine Objectives – –Estimate of cost of each activity

Time line memo Year End Monitoring Reports - Insert Due Date Please get your year-end reports to your campus rep by this date. Please complete the year-end report on the compliance form attached. Campus reps should review and send or to (Insert Name) New Request for Carl Perkins Funds Due to Campus reps- Insert Due Date Faculty & campus determine program needs for the next fiscal year. Campus reps and Deans, etc. determine campus priorities. Campus Priorities will be presented at the (Insert Date) Perkins meeting. Committee Meeting – Insert Date Prioritize funding requests College-wide based on Campus input and who has received funding previously as well as state sub-indicators. Review the end of year Monitoring reports. Additional Reminders: Carl Perkins is for approved Vocational Programs (AAS degrees & certificates) only. All purchases will follow CMC and Perkins guidelines. i.e. 3 bids for items of $3,000. All orders/requests MUST be sent to (Insert Name) prior to ordering. (Insert Name) will enter into accounting system. All packing slips and invoices MUST be sent to (Insert Name). Equipment, supplies, resources, software, etc. purchased with Perkins funds must be used for the activities indicated on the compliance plan.

Process Process Set up a clear time line that works for your schools in order to meet state deadlines March – June – –Perkins committee (a representative from each campus) meets to discuss/determine requests based on funding allocation, objectives and needs. – –Build Grant based on approved activities – –Submitted to state

Process After grant is approved and funds are After grant is approved and funds arereleased: Purchasing of approved items Purchasing of approved items –Internal process & required documentation Memo on procedures Memo on procedures Perkins order form Perkins order form Sole source documentation Sole source documentation

Perkins Grant Order Form Colorado Mountain College Date:_ ________ _________________ Campus and Program: __________________________________ Faculty/Instructional Supervisor Name:_____________________ Ext.: ________ Campus Accounts Mgr.: _____________________ Ext.: ________ Approved Requested Item: ________ ____________________________________________________ Item # _______________________ Quoted Price: _________________ Name of Company: _____________________________________________ Contact person:________________________________________________ Name and phone #: _________________________________________ Address: _________________________________________________ _ ___________________________________________________ __________________________________________________ Company Fax Number: _______________________________________ Additional Comments:

Consortium Process - spring of each year – –Schools meet together to determine how they – as a group will allocate the funds. – –Representatives come prepared to meeting with their schools prioritize requests from their approved vocational programs   For consortium school will develop “projects” based on approved programs   Determine Objectives   Estimate of cost of each activity   Build Grant based on what is approved at the joint meeting

Back up docume nt requirem ents Documents required from Secondary Recipients Documents required from Postsecondary Recipient Provide documents that individual school uses to request and item CMC’s Perkins Order form Purchase Order Requisition (Follow schools procedures) Purchase Order Requisition Packing slip Invoice Copy of check sent to vendor Salaries and/or Wages Copy of Payroll Register documenting personnel paid from the grant Indirect Costs Certification of current fiscal year’s negotiated indirect rate (CDE website) Certification of current fiscal year’s negotiated indirect rate Others For each transaction of $1,000 * or more, copies of either invoice(s) and purchase order(s) OR Copies of invoice(s) and purchase requisition(s) For each transaction of $5,000 or more, copies of either invoice(s) and purchase order(s) OR Copies of invoice(s) and purchase requisition(s)

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