1. 21st CCLC Spring Workshop Alsip, Illinois April 21, 2009

2. 21st Century Grant Process
Final Payment/
Prepayment
Determined
July – submit your original application
Initial
Applications/
Revised Budgets/
Amendments
Final
Payment
September
Payment
Final
Expenditures Thru: 6/30
Due: 07/31
May
Payment
October
Payment
GRANT
PROCESS
April
Payment
November
Payment
Expenditures
Thru: 12/31
Due: 01/31
December
Payment
March
Payment
Expenditures
Thru: 03/31
Due: 04/30
January
Payment
February
Payment
Amendment (if applicable)

3. Budget Amendment Due Dates
Amendment is required if any one budget cell changes by 20% or $1,000 whichever is larger.
June 30 end date
Amendment due by May 31, 2009.
August 31 end date
Amendment due by July 31, 2009

4. Where Do I Find Budgets & Amendment Forms?
Resources
Budget amendment forms for grants by cohort year, i.e., FY05, 07, 08, 09.
Continuation forms by year also; FY07, 08, 09.
Everything you need is in your packet.

5. Onsite Budget Work Grantees will make appointments to work with
ISBE consultants in Chicago or Spfld—May, June
1 ½ hour increments if single grant
Double block time if you have multiple grants
Grantee Teams of Two
Program person
Fiscal person
Goal--To leave with a substantially approvable budget
Final budget with original signature will be mailed to ISBE
Budgets will not be finalized and a grant agreement sent to grantees until a Continuation Application and budget re received and reviewed in ISBE offices at Springfield.

6. Continuation Applications
No automatic continuation of a grant
Continuation Application and Budget must both be completed and mailed to ISBE.
If you work with us onsite prior to July 1, the begin date of the grant will be July 1.
If you do not work with us onsite prior to July 1, the begin date of the grant will be the date on which a budget is received at ISBE.
Budget negotiations and corrections may continue after the date of receipt.

7. Changes for FY10 Function 2300--Administration Food Costs—
Limited to 5% of the total budget allocation
Be sure to categorize correctly
Food Costs—
Allowed for meetings that include family members and that take place during regular mealtime hours
Maximum allowable is $10 per person
No for meals for computer classes, GED classes, and others of this nature..

8. Subcontracting Attachment 10
To be completed by those who have subcontracting within their budget (Object 300 expenses) that are paid via a contract
Information required:
All pertinent information about subcontractor
Measurable and time specific services to be provided
Need and purpose
Amount to be paid
Projected number of participants to be served

9. Federal Guidance (2003) Private School Participation
F-16: Are private school students eligible to participate in 21st CCLC activities carried out in public schools?
Yes. Students, teachers, and other educational personnel are eligible to participate in 21st CCLC programs on an equitable basis. A public school or other public or private organization that is awarded a grant must provide equitable services to private school students, and their families. In designing a program that meets this requirement, grantees must provide comparable opportunities for the participation of both public- and private-school students in the area served by the grant.
Grantees must consult with private school officials during the design and development of the 21st CCLC program on issues such as how the children's needs will be identified and what services will be offered. Services and benefits provided to private school students must be secular, neutral, and non-ideological.

10. Non Public Assurances Attachment 11
Smaller communities consult with the non public
school (s) in the community
Large cities
Must consult with nonpublic schools in the catchment area
Usually a one mile radius suffices
Suburban or other highly populous areas—consult with those in the area/vicinity.
Consult with those with like populations.
We will be checking the Title I nonpublic lists to see if there are schools in your area

11. Credit Recovery Attachment 12
Must be completed by all grantees that propose classes for credit recovery that are state-required graduation courses
Course name
Amount of credit
Course description
Rationale for why this is supplemental
Signature of superintendent of district issuing credit
Signature of fiscal agent of grant

12. Consultants will look for:
Professional Development—
Funds must be included for a minimum of two state level workshops
If there are no funds listed in budget, we will look for explanation in the Continuation application as to how the PD will be paid for

13. Evaluation
Funds must included in budget for evaluation purposes, function 2620
Internal
External
If no funds allocated, we will be working with you on this.

14. Supplement vs. Supplant
Cannot approve regular expenses—e.g. rent, utilities, etc., that are regular costs of “doing business.”
Cannot approve expenses required by state law.
Principals’ and superintendents’ salaries and other supervisory personnel required by state law cannot be charged to a grant.
Payroll must be supported by time and effort documents.
Only costs incurred as a result of the grant, e.g. additional clerical time, additional phone usage, renting a meeting room for professional development.

15. Payment Schedules
Payments are requested in months as needed, based on projected dates of expenditures.
Salaries and fringe benefits are expended in equal intervals and should be projected in this manner.
Supplies, materials, and contracted services should be requested in month in which the expenditure is expected.

16. Non Allowable Costs Overnight or out of state travel for students
Daily snacks/meals for students
Food for Professional Development events, faculty, staff, or administrative meetings or for staff in any setting
Clothing

17. Non Allowable Costs Equipment
Incentives of cash, clothing, or others that are unreasonable in proportion to the amount of funding
Furniture
Staff events that include retreats, lock-ins, or similar

18. Non Allowable Costs Field trips that are purely recreational
Membership dues to organizations, societies
Promotional or marketing items
Pens, caps, totes, mugs, banners, etc.

19. More Non Allowable Costs
Capital improvements or construction, remodeling, or renovation
Credit recovery courses previously offered and paid for by district or other funds sources
Supplanting

20. Salaries Payroll must be supported with time and attendance records.
Salaries chargeable to more than one grant program or cost objective must be supported by appropriate time and effort (time distribution) records.
People who work on multiple grants must have time pro-rated among the grants.

21. Indirect Costs
Costs incurred for common or joint objectives that cannot easily and specifically be identified with a particular grant
Payroll
Accounting
Data processing
Functions 2510, 2520, 2570, 2640 and 2660—if direct costs here, no indirect costs can be used on budgets

22. Indirect Costs, Continued
CBOs/FBOs use the state average—not yet determined for FY10
School districts can use the amounts in their NCLB consolidated applications
(after October 1)
If use indirect cost rates, amendment will be necessary
Universities use 8%

23. Out of State Travel 50 or more miles from Illinois’s borders
No out of state travel without prior permission from ISBE
Submit request on letterhead with who, what, when, where, and why—Estimated total expenses.
Request should come from the fiscal agent, not the individual school
If more than one grant, e.g., Rockford, CPS, etc., be sure to include the cohort this grant is from for proper placement into file
Do not schedule airfare, hotel, etc. until permission is received

24. Grantee Requirements
A complete copy of the current year grant agreement, approved budget, and approved amendments must be maintained by the grant recipient in a permanent file.
Continuation applications with grant agreements and budgets must also be maintained in the permanent file.
Documents are reviewed by ISBE staff and LPA contractors to determine fiscal and program compliance.
EDGAR rules require that records be retained for three years after completing activities pertaining to grant funds or until all outstanding claims have been resolved.

25. Common Errors Not enough detail Using zeroes, decimals, etc.
Payment schedule not set up to reflect when payments are really needed (leads to excess cash on hand)
Not putting wc/uc in Object 300
Not delineating supplies
Categorizing workers’ salaries in wrong place
salary here cannot be for time with student contact

26. More Common Errors
4000, not putting payments to government entities, LEAs here, regardless of service provided
Not having original signatures on budgets and grant agreements
Forgetting to mail hard copy after faxing
Not establishing end date request
Not submitting an original budget because believing continuation means automatic renewal
Not keeping copies of the final approved budget which may have changes made by ISBE

27. RESOURCES www.isbe.net/funding/pdf/fiscal_procedure_handbk.pdf
Fiscal Policies and Procedures Handbook
budget amendment forms
continuation applications

28. FUNDING & DISBURSEMENT SERVICES
DIVISION ADMINISTRATOR: TIM IMLER
SUPERVISOR: MARY MORRISON (State/Federal Grants)
FISCAL CONSULTANTS: KIM LEWIS & SALLY CRAY
EXPENDITURE REPORTS: ERNIE BARROW
DIVISION PHONE NUMBER:
Addresses:

29. GRANTS & PROGRAMS DIVISION
Division Administrator—217/
Gina
Division Supervisor
Marci
Springfield Consultants
Gail Meisner--
Gary Miller--
Chicago Consultant--312/
Joe
Support Staff
Pam

30. QUESTIONS?