1. Managing Title I Grants
Jim Clark
Finance, Coordination, & Reporting Branch - MSDE

2. Grant Management Actions
Pre-start Date Actions
Grant Finalization Actions
Twelve Month Actions
Close & Report Actions

3. Pre-start Date Actions
Players in the Process
Program
Accounting
HR/Contracts
School Level
Budget
HR/Contracts/IT
Pre-start Date Actions
Finalization
12 month
Close & Report

4. The Grant Process involves 3 Separate sub-grants (with overlap)
Current Year
Prior
year
2nd
Prior year

5. All lines lead to the Title I Grant Manager
Grant Mgr.
MSDE
Program
LEA Support
Staff
School level
LEA
Mgmt.

6. Pre-Start Actions Program Budget & Accounting HR/Contracts/IT
Changes – new LEA priorities
MSDE guidance
Program
Translate Program into Fiscal language
Assign costs - ensure compliance
Budget
& Accounting
Validate staffing - comparability
Prepare or review requisitions
HR/Contracts/IT

7. Accounting, HR, Contracts, IT
Grant Finalization Actions
Changes – MSDE allocations
MSDE Master plan
Program
Translate updated Program into Fiscal language
Assign costs - ensure compliance
Budget
Accounting, HR, Contracts, IT
Ensure managers understand their budgets & time lines
Validate staffing - comparability
School – level

8. Accounting, HR, Contracts, IT
Twelve Month Actions
12 months = 1 School-year = 1 Fiscal year – regardless of the length of a sub-grant!
Program managers should plan to spend 100% of current year funds in the current fiscal year
By 4-6 months – Encumbrances & Expenditures should track with grant days expended (allow for 1 month lag )
Low expenditures should be discussed early on!
Program
Close coordination between program and the support offices
Squeaky wheel approach – gets results
All concerned should understand Title I requirements & deadlines
Budget
Accounting, HR, Contracts, IT
Ensure area & school level managers understand their budgets & time lines
Program office has to PUSH stragglers!
Revise budgets and plans early.
School – level
MSDE COORDINATION
Submit change requests as soon as you know them!

9. Closeout Actions Program Budget/Accounting School – level
By the end of April, program managers should assess ability to spend 100% of current year funds by 6/30/__ of the current fiscal year. If expenditures are lagging, examine the causes and submit a revised budget & plan to MSDE.
Program
Assess the current year budget status and use the results in the development of the next year’s budget.
Close out fiscal year and submit Annual /Final Financial AFR report on time.
Clear out any unneeded encumbrances .
Meet with program office.
Budget/Accounting
Ensure area & school level managers understand their budgets & time lines
Program office has to PUSH stragglers!
Revise budgets and plans.
School – level
MSDE COORDINATION
Submit change requests as soon as you know them!