Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” 21 st CENTURY COMMUNITY LEARNING CENTERS PROGRAM FY13 Budget Utilization & Amendments Desmond Carter, BA 1

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Budget Utilization Know your budget well Submit your monthly reimbursement requests on time in GAORS (by 15 th of the month) Review actual year-to-date vs. budget expense report at least once a month Procure budgeted items early - do not wait until the end of the year unless necessary Monitor actual expense vs. budget variances; consult with your BA or ERES 2

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Budget Amendment Subgrantees may submit amended budgets throughout the fiscal year, as necessary All amended budgets must be submitted no later than May 15 th of each fiscal year 3

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Budget Amendment (Cont’d…) Budget amendments are required in the following instances: To allocate carryover funds from the prior year When there is a 10 percent +/- variance within a function code When changes in key personnel occur When programmatic changes occur Note: Please keep in mind that even if a deviation from the approved budget does not require a budget amendment (because the deviation does not fall within the +/- % threshold at the function level), depending on the nature or magnitude of the expense, the deviation may or may not be allowable. We recommend that you consult with your ERES/ BA first. 4

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Budget Amendment (Cont’d…) Budget amendment procedures are as follows: 1.Subgrantee will complete the budget amendment form (see Resources folder in your CD) in its entirety and send to Budget Analyst and ERES to review. Once approved, sign in blue ink, and mail to GaDOE 2.If there are any changes in the budget details, the subgrantee will submit a detailed budget amendment form in addition to submitting an amended budget through Consolidated Application 3.The designated Coordinator will input the amended budget information and sign-off 4.The designated Superintendent will review, approve, and sign-off on the amended budget 5.The Budget Analyst will receive an notification from the Consolidated Application of amended budget submitted by the subgrantee 6.Budget Analyst will review all amended budget submittals for approval 5

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Budget Amendment (Cont’d…) 7.Upon approval in Consolidated Application, the subgrantee will receive an and written notification 8.If the amended budget is rejected in Consolidated Application, the subgrantee will receive an notification as well as a budget checklist document by from the Budget Analyst. It is the subgrantee’s responsibility to correct and re-submit the amended budget in Consolidated Application, as well as make all necessary changes on the Budget Amendment form 6

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Questions? 7