OFFICE OF INDEPENDENT EDUCATION & PARENTAL CHOICE Budget and Finance 2009 CSP Grant OFFICE OF INDEPENDENT EDUCATION & PARENTAL CHOICE Budget and Finance 2009 CSP Grant Training

Project Award Notification DOE 200 Handout 3: Sample DOE 200 Items purchased with these funds must be made within the specified budget period

Budget Narrative DOE 101 Handout 4: Sample DOE 101 Items purchased must be included in the Budget Narrative Form (DOE 101)

When completing the DOE 101 for budget narratives or DOE 151 for amendments, be specific in Column (3) by including: Category Use (grades, room, etc.) Description Quantity Price Per Unit Budget Narrative DOE 101 (3) ACCOUNT TITLE AND NARRATIVE Equipment: These items will be used for classroom instruction, grades K-5. Document Cameras $300) Smartboards $2,000)

Additional tips for completing the DOE 101. Answer the following questions: What grades will be using the item? What room will the furniture or equipment be used in? What staff members will be attending the training? How many? What is the name of the software? What is the average cost per item? How many items do you wish to purchase? Budget Narrative DOE 101

Additional tips for completing the DOE 101. Check your math: Verify the quantity of items purchased in a line is correctly multiplied by the average cost per item and the total equals the Amount in column (5). Make sure the total of all Amounts equals the Total Approved Amount for the budget period. Budget Narrative DOE 101

Budget Amendments Handout 5 and 6: Sample DOE 150 and 151 For budget amendments, project recipients shall submit a Project Amendment Request (DOE 150) describing the reason for making a budget revision. This must be accompanied by a Budget Amendment Narrative (DOE 151), which shall list only the budget items that are being amended. Green Book, Section B:

Coding Expenses

Procurement Handout 7 and 8: Federal Procurement Policies and Policy Checklist Federal Procurement Policies: 34 CFR Must perform cost or price analysis by obtaining and documenting at least 3 bids/quotes for the appropriate purchases Must ensure vendor selected or service purchased is most reasonable and not solely based on price

Procurement Federal Procurement Policies: 34 CFR Conflict of Interest May not participate in the selection, award, and administration process if a conflict of interest exists. COI exists when an “employee, officer, any member of his or her immediate family, his or her partner, or an organization which employs the parties indicated herein, has a financial or other interest in the firm selected for the award.” EDGAR §74.42

Allowable Expenditures Project funds must be used for activities that directly support the accomplishment of the project purpose, priorities, and expected outcomes. All expenditures must be consistent with applicable state and federal laws, regulations, and guidance.

Allowable Expenditures Examples: Purchase of necessary classroom furniture, computers, software, and audio visual equipment Purchase of curriculum materials and educational equipment Development of recruitment materials and public outreach programs Professional development of teachers and staff Development of program and school evaluation strategies and materials Newspaper, TV, or radio advertisements for marketing Payment of consultants performing work directly related to the program and operation of the charter school Refinement of education goals and measurable objectives Ongoing board and leadership training

Travel expenses paid for with grant funds must be documented on the appropriate travel forms: Authorization Reimbursement Forms also available on the Comptroller’s Web site at: Expenditures - Travel Handout 9, 10, and 11: Travel Authorization, Reimbursement, and Information Sheet

Prohibited Expenditures Project funds may not be used to supplant existing programs and/or funding and may not be used to benefit Pre-K programs. Federal regulations expressly prohibit the acquisition of facilities and construction. Federal regulations do not allow recipients to spend funds for expenditures which were encumbered prior to the effective date of the project award.

Prohibited Expenditures Examples: Playground equipment, athletic equipment, or sports uniforms Repairs and maintenance of classrooms or building Planning and zoning, traffic studies, demographic studies, or site inspections Blackberries, cell phones, telephones, walkie-talkie radios Food or cafeteria equipment Fire Alarm, bell systems, refrigerators/freezers, microwaves, outdoor tables, or reception furniture Furnishings and equipment for staff offices, or administrative supplies Other administrative expenses such as a PA system or flags

Commingling Commingling of grant funds is prohibited: Only the school that receives the grant award may benefit from the award. Funds may not be used to purchase goods or services for another school at the same location or under the same management as the recipient school. Grant recipients must be able to track all expenditures back to the funding source.

Documenting Expenses It is required to have supporting documentation for all your expenses. This includes: Payroll records Written contracts Invoices Receipts Travel vouchers/requisitions (Use DOE travel forms)

Itemized Expense Report Handout 12: Sample Itemized Expense Report Track items as you spend!

Fiscal Agent Each charter school is required to utilize its sponsor as a fiscal agent. Distribution of funds vary by sponsor/district. Grant recipients will be required to submit receipts and inventory reports to the sponsor for reimbursement.

Financial Best Practices Handout 13: Guidance for Developing and Monitoring Charter School Financial Practices Develop strong financial policies related to: Budget approval and amendment procedures Separation of duties Cash controls Capital asset management Payroll and personnel administration

Financial Best Practices Governing board members should be able to: Understand and interpret financial reports  Balance sheet  Revenues vs. expenditures  Budget vs. actual expenses  Cash flow projections Recognize red flags

Q & A Questions?