1. CTE 102
Budget Coding

2. Quick Reference Guide

3. Budget Narrative Detail
Line item entry of budget data and narrative by Object code and Function Code

4. 2019- Priority

5. 2019-Perkins

6. Performance Measures(PM)

7. Performance Measure OBJECTIVES Match up objectives with funding codes
* Function code is NOT object code

8. Function Codes These codes are used in grant performance measure objectives
Instruction (1000…) Student related-face to face
Support Services (2100…) Services that support CTE; enhance instruction
Support Services (2300…) Administration services that support CTE
Follow along with quick reference chart
Reminder-
Grant PM objectives use function codes

9. HINT
To change from object code to function code- click on

11. Check Coding “Alignment”-Helpful Hint

12. Checklist

13. SALARIES
6100

14. STIPENDS
6100

15. Substitute Teacher* Narrative- number of days + daily rate SUBSTITUTES
Substitute Teacher*
Narrative- number of days + daily rate
*Does not cover sub for sick leave for CTE teacher but use when CTE teacher at training or CTSO activities. Use

16. Code 6300

17. Checklist

18. What is the difference between travel and transportation?
Code 6500
What is the difference between travel and transportation?

19. Includes lodging, meals, + transportation
Includes lodging, meals, + transportation Example- transportation is fees, mileage, vehicle rentals Rental- bus or other vehicle rental for employee travel use code 6500
TRAVEL
Important to say who is traveling as student travel is coded what is adult travel coded?
Hint- Student travel(hotel + food)-
use code 6800, not 6500

20. teacher traveling with students -code 6500-2100 teacher traveling (no students) -code 6500-2100

22. STUFF In Application Narrative On Supplies Spreadsheet
*Consumables
On Supplies Spreadsheet
*Equipment under $5,000 but not a consumable.
On Capital Worksheet
*Equipment $5,000 or more

23. Checklist

24. Supplies- 6600 Definition-tangible*personal property
Includes program specific instructional supplies( )- not general supplies
Useful life of less than 1 year
Replace, don’t repair
*Note- intangible property means having no physical existence
Ex.- trademarks-
Tangible personal property (equipment) as opposed to real property( ex- land, buildings)

25. Example 2- Cloth napkins Example 3- Scissors
CODE 6600
Example 1- Manual blood pressure cuff
Does it have useful life of more than 1 year?
Would it be repaired?
Example 2- Cloth napkins
Example 3- Scissors

26. Priority + Perkins Supplies 6600-1000
Narrative- include program name dollar amount sample of items Site Example- Fashion Design- $500- tracing paper, pins, thread, cutting boards
Make sure to adjust each program area if adjust budget

27. Helpful Hint- 6600-1000 don’t cluster together- use a separate entry for each program
*If multi site district- add site name

28. Supplies-Software Instructional software- use code 6600-1000
In budget narrative- include CTE program name + name of software program and cost
Do not use codes 6737,6738,6739.Use this code for NON-instructional software

29. Supplies- Magazine Subscriptions
Narrative- - Program name - Name of publication/magazine

30. Informational Materials
In both budget narrative and performance measures use term “informational materials”
-Do not write- marketing or promotional materials as Perkins does not allow

31. Equipment(Codes 6730----)
Should be specialized equipment for CTE program
-Use CTE program equipment list
-If not on “equipment” list then GPS gets
approval from Program Specialist
Best Practice- be pre-approved by
Program Specialist (PS) before put on
worksheet if not on approved equipment list

32. STUFF In Application Narrative On Supplies Spreadsheet
*Consumables
On Supplies Spreadsheet
*Equipment under $5,000 but not a consumable.
On Capital Worksheet
*Equipment $5,000 or more

33. OBJECT CODE Coding Matrix Type Furniture + Equipment 6731 or 6732 6733
Type
Less than $5,000
$5,000 or more
Furniture + Equipment
6731 or 6732
6733
Vehicles
6734 or 6735
6736
Technology Related Hardware + Software
6737 or 6738
6739
Coding Matrix
*Cost is per unit –include tax, shipping, handling, + warranty

34. Equipment Under $5000
Upload worksheet under related documents in Supply area - title with code and date

35. Label with code-example “6733”

36. Related Documents

37. Helpful Hint- Keep It Simple

38. Common Errors -Items in wrong budget code
- Worksheet doesn’t match budget
-Items in wrong budget code
-Disposable items not put in

39. How to Upload in Related Documents
Log-in to ADE Connect
Select CTE Grant
Start a revision
Go to “Sections”
Select “Related Documents”
Click “upload new”
Upload

40. CODE 6800
Field trips- both Perkins + Priority can be used to assist with entrance fees for ONLY economically disadvantaged students
CTSO expenses- see next slide

41. CTSO – Priority ONLY
The following are examples of allowable expenditures:
CTSO advisor stipend
Student transportation
Student affiliation fees
Student food and hotel costs
Student conference registrations
Student CTSO apparel to loan
Look at quick reference chart- many CTSO items are not allowed with Perkins.
For CTSO fees- follow CTSO fee guide

42. Career Exploration-Perkins
Career Exploration Equipment - Grades no - Grade 9- yes Career Exploration Instructional Supplies - Grades 7, 8, 9- yes Exploration Software- yes

43. Career Exploration-Priority
Career Exploration Equipment- grades 7,8,9- OK Exploration Software and Instructional Supplies –Grades 7,8,9-OK

44. Reminder-Indirect Cost
Priority- no indirect cost allowed
Perkins- 5% limit on indirect cost

45. Helpful Hint Before Submitting Grant- In PERKIN’S Application
All assurances are checked off
Have Objectives for EACH Performance Measure
- Remember to use function codes for budget- box 7
- Complete all boxes
Indirect + Administrative Cost never exceed 5%
Do not “cluster activities” into one code
Double check the math
Uploaded all required documents-
Labeled worksheets if budgeted equipment
Job description( if needed)

46. Classroom set of blazers- CTSO
CTSO CODING-Perkins or Priority??
ITEM
PRIORITY
PERKINS
CTSO program fee
Classroom set of blazers- CTSO
CTSO advisor stipend
Advisor travel- CTSO event
Advisor registration- CTSO Leadership event
Chaperone registration- CTSO Leadership event
Student registration- CTSO event
Student food/hotel- CTSO event

47. Coding Activity-continued
PERKINS OR
PRIORITY
SPECIFIC ITEM/DESCRIPTION
OBJECT
CODE
FUNCTION
Instructor training to become a CPR trainer( will instruct students)
Instructional materials for CTSO curriculum
Teacher affiliation fee- CTSO
Teacher affiliation fee- National ACTE
Supplies for advisory meetings
Use cards- both

48. Coding Activity- continued
PERKINS OR
PRIORITY
SPECIFIC ITEM/DESCRIPTION
OBJECT
CODE
FUNCTION
Curriculum Consortium membership fees
Facility rental- advisory meeting
Student chef coats
Mileage-teacher going to PD
District data reporter- FTE staff
CNA clinical instructor
Teacher- Registration- CTSO- student
event

49. ODDS + ENDS
ODDS + ENDS

50. Other Grant Guidelines
Priority Grant
Materials purchased with state funds must be IN HAND by June 30
Perkins Grant
Materials purchased with federal funds must be IN HAND by December 30 with money obligated by September 30

51. Professional Development(PD)- Perkins
Have 90 days after grant year ends to “use money” for PD-
Example(Perkins)- pay for PD in August but PD is not until December

53. Communication

54. If your grant is returned- read checklist for comments

55. Trouble Shooting
When receiving a message of “Status cannot be changed, validation errors exist.” Check the “Validation” column and click on the very top “Messages” link
-This will show you errors preventing the submission

57. Spend It or Lose It!
How much money has your District requested for 2018/ 2019?
Where do you find this information?
Where do you find expenditure details?
Where do you find comments in the history log?
Should a revision be done?

61. Revisions- Budget $1,000 or 10%- which ever is the most

62. Questions??