Capital Equipment Applications for FY 2007 and FY 2008 Workshop August 23, 24, 29, 2006

Let’s Review... What is Capital Equipment? Capital Equipment Definition  Higher accountability than the past to ensure state bond regulations are met Major equipment purchase Must have at least a five-year life cycle Item should be repairable, instead of throwing away when broken  Purchases for Instructional Equipment under Function Code 1000  Purchases only under Object Codes 615, 616, 730, 734, and maybe 612

Let’s Review... What is the Purpose of Capital Equipment Funds? To provide funding for large essential equipment for CTAE labs in new school buildings. To provide large essential equipment for CTAE programs in newly-remodeled labs. To provide large essential equipment for CTAE programs for new programs.

Consider Possible Funding Sources When Opening a New Lab/Facility FTE FundsPerkins Grant Funds SPLOST Funds Capital Outlay Funds Business Partners Local Funds Capital Equip. Funds ???

Planning for New Program Needs 1. Teacher (# of Students) 2. Prof. Dev. For Teachers 3. Curriculum (which courses) 4. Approved Facility Plan (architectural plan) 5. Supplies, furniture, small expendable equip., inst. materials, software 6. Instructional Equipment 1. FTE 2. State Funds, Perkins, GVSDC, College Courses 3. GaDOE website, State Staff, State Bd. Rule 4. Capital Outlay, SPLOST, Local (no CTAE funding) 5. FTE ($313 per FTE +media), Perkins 6. State Bonds, Perkins, FTE, Local, Bus. Partners

So…your system has applied for FY 2007 equipment grant funds…..here are the next five (5) steps:

Capital Equipment Grant Processing S tep 1: “Equipment Grant Agreements”

LOOK for FY 2007 Equipment Agreements to arrive ! Equipment Grant Agreements  No equipment grant is official until this document is sent to the local system superintendent  Official document ed to Local System Superintendents from Dr. Ida Love, GaDOE (see next page)

The Equipment Agreement Also Indicates: The type of grant (Agricultural or Vocational) The School Name for the grant The Program Name for the grant Important assurances and grant information  The new lab/facility construction will be completed  The teacher will be in place by August 2007  All equipment purchases will be completed by June 30, 2008

Example of an Equipment Grant Agreement Form Indicates the type of Equipment Grant that the local system will receive and the program number of the grant.

Equipment Grant: Provides Appropriate Equipment Purchase Information Major instructional equipment items ONLY under these object codes

Equipment Agreement Page 2: Indicates School Name, Program, Grant Amount

Equipment Agreement Page 2: Serves as official Superintendent approval of the grant Indicates Superintendent Approval

STUDY the Equipment Grant Agreement carefully as the document provides important equipment grant information

Capital Equipment Grant Processing Step 2: “Add the Equipment Grant Titles to the Consolidated Application”

2 nd Step: Add the equipment grant titles (example listed below) to the local system’s list of grants “Agriculture Const. Related Equipment – State Bonds” grant title should be added to CTAE Programs

OR, the “Vocational Const. Related Equipment-State Bonds” grant title should be added

Capital Equipment Grant Processing Step 3: “ Uploading Equipment Grant Agreement Form”

3 rd Step: Uploading Equipment Grant Agreements through the Consolidated Application The Equipment Grant Agreement will be an attachment to GaDOE Deputy Superintendent’s to local superintendents. Download the Equipment Grant Agreement(s) to your computer’s “C” drive. Your local system should be absolutely sure that all parts of the Agreement are correct and will be carried out. Upload the Agreement file to the Consolidated Application under the specific Equipment Grant Title  i.e. Agricultural Const. Related Equipment - State Bonds  i.e. Vocational Const. Related Equipment-State Bonds

Uploading Equipment Grant Agreements through the Consolidated Application (Step 3 continued) After the Equipment Grant Agreement file is uploaded to the Consolidated Application website, the “Detail Budget” should be completed to add up to the Agreement amount Notify GaDOE to add the “Allocation” amount by ing After uploading the Equipment Grant Agreement, check the Consolidated Application website periodically to see if the “Allocation” amount has been added to the Agreement.  Note: Do not sign off until the “Allocation” amount appears When the local system Superintendent signs off on the Equipment grant, the Agreement becomes valid.

Capital Equipment Grant Processing Step 4: “Purchasing of Capital Equipment Items”

FY 2007 Equipment Grant Purchasing Information Must be according to Equipment Grant Agreement Guidelines Must be related to the Specific Grant (Vocational or Agricultural) Purchases must be made between July 1, 2006 and June 30, 2007

Non-Allowable Equipment Items Bond-Funded Equipment Grants **Non-Allowable Equipment Items Bond-Funded Equipment Grants Supplies such as:  Gloves  Wire brushes  Pliers/screwdrivers  Saw blades  Ink cartridges/toner  Staples  Bits  Binders  Glue Sticks  Home Soil Tests  Label maker tape  DVDs  Name badges Calculators Projector Bulbs Batteries ** CRITICAL INFORMATION – Items will NOT be funded. The list to the right reflects EXAMPLES of disposable supplies and other purchases that are NOT eligible for reimbursement or will cause reductions in reimbursements:

**Other Documentation Issues that are Not allowable by GSFIC:  Shipping/Handling/Freight Charges  Installation Charges  Service Contracts  Annual Renewal Agreements  Advanced Billing as “future” shipping  Purchase Orders  Estimates  Statements with invoices listed but not provided  Late Fees  Training  Warrantees **Above ITEMS will NOT be FUNDED

Capital Equipment Grant Processing Step 5: “Submitting Invoices for Reimbursement”

Requesting Reimbursement for Bond Grant Funds through “GAORS” (Grant Accounting) by the local system financial person FY 2007

Equipment Grant Purchase Documentation Requirements Invoices for Equipment purchases must be scanned into PDF format and uploaded to the Grants Accounting website Invoices must be both legible and readable Invoices must be detailed Purchase orders nor paid checks should be scanned Scan no more than 10 invoices at a time

Select the “Request for Funds Period” Select the “Program/G rant Name” Note the Status of each grant (Approved, Submitted) under the Program Tab. Check the Status of the Grant, select the “Fund Period” and Grant Name

Next, select the “Add” button

First, click the “Browse” button to see the invoice in the Upload file. Then, Click the “Submit” button to Upload the file to GaDOE

Under the Invoice tab, the scanned Invoice details should be reviewed and then select “Add” button

The local system authorized person should click on the “Certify” checkbox to ensure that funds will be expended within the month requested.

GAORS (Grant Accounting) will add the correct Bond Series Numbers

The CTAE Staff at DOE will be able to view the local system Invoice Total

Grants Accounting will approve the Invoice Information and send for final approval to GSFIC

GSFIC approval or rejection of invoices will be visible to all parties

Time for Questions/Comments???