1. ESSA Grants and Multi-Year
Jennifer Ahern and Jennyfer Cabral,
Grants Management
November 2, 2018

2. What is EdGrants?
EdGrants is the financial grants management system the Department uses.
Applicants submit grant applications and amendment requests.
Applicants can draw down their grant funds.
Applicants can review their Project Record Card.
EdGrants is what makes the multi-year feature possible.

3. Benefits of the multi-year feature
Access to the federal “Tydings provision” which allows these funds to be obligated over 27 months.
Extends the end date of your grant into June of the next fiscal year; alleviating the need to re-apply for “carryover” funds.
Aims to reduce eliminate(!) return of federal grant funds.

4. Federal multi-year grant lifecycle
FY2018 Award
Period of Availability: Upon Approval – September 30, 2019
Year 1:
Upon Approval – June 30, 2018
Year 2:
July 1, 2018 – June 30, 2019
Year 3:
July 1, 2019 – September *
FY2019 Award
Period of Availability: Upon Approval – September 30, 2020
Upon Approval – June 30, 2019
July 1, 2019 – June 30, 2020
July 1, 2020 – September 30, 2020*
*Year 3 should not be necessary. It is a 3-month timeframe; DESE expects all funds to be used in year 2 no later than the end of year 2 (June 30th).

5. Year 1: Upon Approval – June 30th
July
FY2019 Grant Statement of Assurances is due
Verify the district’s registration status in both Dun & Bradstreet and System for Award Management (SAM) for FFATA reporting.
July / August
Complete grant application / submit in EdGrants
Start date cannot be prior to submission date
August / September
Initial payment sent once grant has been programmatically approved and fiscal set-up is complete
Initial payment is 10% of the grant award amount
September - June
Once initial payment is received, Applicant has access to Request for Funds (monthly draw down windows)
Request for Funds windows: 20th – last day if the month

6. Year 1: Upon Approval – June 30th continued
October
Line item amendments can be requested / submitted
Line item amendments can continue to be requested up to 30 days prior to the grant end date
April
Begin to prep for multi-year roll
May
Submit multi-year delegation year 1 to year 2
Multi-year submission dates: May 1st through 14th
Cannot revise / cannot extend
June
Grant end date is 6/30 unless multi-year delegation was submitted

7. What is the multi-year delegation?
The multi-year delegation is the tool in EdGrants that extends the end date of the grant beyond the year 1 end date of 6/30.

8. Moving too much (or too little) into Year 2
Funds moved into year 2 will be available to draw down during the year 2 payment request windows.
July 1st – 10th
August 1st – 10th
Since multi-year was filed, the end date is now 6/30 of the next fiscal year.
Since multi-year was filed, year 1 funds can be drawn during the year 1 payment request windows and applied to year 2 obligations.

9. Did not file a multi-year delegation form
Grant end date is 6/30 year 1. 
Unclaimed balances left in year 1 will roll into year 2 in September.
The grant end date will be extended to 6/30 of year 2 in September.
This practice leaves the grantee exposed for audit pings and cash flow issues.
If unsure, always file a multi-year moving a small amount.

10. Salaries for the school year paid out in summer
Salaries for services that occurred prior to 6/30 (obligated) are year 1, regardless of when they are paid out (expended).

11. Multi-Year and Draw Down Windows
FY2019 Grant Funds
Year 1: Start Date – 6/30/2019
Was Multi-Year Submitted?
YES NO
Grant end date is now 6/30/2020.
Funds moved into Year 2 (FY2020) of grant based on multi-year delegation submission.
Grant end date is 6/30/2019.
Year 1 (FY2019) balances can continue to be drawn in July and August Accounts Payable windows.
Funds moved to Year 2 (FY2020) available to
draw in July and August.
July 20, 2019 – July 31, 2019
and
August 20, 2019 – August 24, 2019
Year 2 (FY2020) Request for funds windows:
July 1, 2019 – July 10, 2019
and
August 1, 2019 – August 10, 2019
Year 1 (FY2019) balances left unclaimed will roll into Year 2 (FY2020) in September and will be available to draw in October.
Grant end date will be extended to 6/30/2020 at that time.
Multi-Year feature is available to: Title I (Fund Code 305), Title II-A (Fund Code 140), Title III (Fund Code 180 / 186), Title IV (Fund Code 309), IDEA (Fund Code 240), and Early Childhood Special Ed (Fund Code 262)

12. (Year 1: Approval Date – 6/30/2019)
Use oldest funds first!
FY2018 Award
(Year 2: 7/1/2018 – 6/30/2019)
FY2019 Award
(Year 1: Approval Date – 6/30/2019)
Project Duration
Approval date – 6/30/2019*
*Multi-Year was filed in April; or
Year 1 balance was rolled into Year 2 of grant.
Approval Date – 6/30/2019**
**Multi-year filing in May will bump end date to 6/30/2020.
Shift Approved Expenditures to oldest funds
RASP Approved Budget
Salaries
Supplies
Travel
Stipends
Amend grant! PD

13. Amendments are Required when:
there is any significant change in program objectives; or
there is any increase or decrease in the total amount of the grant; or
an increase in a line of the budget exceeds $100 or 10% of the line (whichever is greater), or exceeds $10,000.

14. How to Amend
Contact program unit (RASP liaison) and tell them you’d like to request an amendment.
RASP team member will send the grant project back to Application Submission step; find it in Submissions (no date/time stamp)
Make requested changes and note a description at the top of the Budget Entry formlet.
Attachments list: attach revised cover sheet (only applicable if increase/decrease to total award); attach revised workbook (if applicable)
Once submitted, the grant enters the internal workflow in EdGrants

15. Application Submission (Applicant)
EdGrants Workflow
Application Submission (Applicant)
Program Unit Internal Review (RASP team member)
Program Unit Project Approval (RASP team member)
Grants Management Review / Award step (Grants Management)
CT Return* (Grants Management)
Post Award Reporting
Initial Payment sent (Grants Management)
Payment windows available (20th – last day of month)
NEW! Payment submission prevented when grant project is under amendment!
*CT Return step is applicable only when change to total grant award amount

16. Final Financial Reports (FR-1) Transitional Period
FY2017 reports and earlier:
Use Excel form and to
For GIS grants housed in the payment center ( use the payment center to file your final report. Print, sign and send in hard copy mail.

17. FY2018 Final Financial Reports (FR-1):
File report in EdGrants
Available in the submissions menu after the year 1 end date whether multi-year was filed or not
Do not need to file until fully expended
Amendments / shifting expenses should be done to fully expend the award (No grant returns!)
Attachments list is where you include a signed PDF/upload
Grants Management will offer webinars in June and throughout the summer/fall

18. Final Financial Report due dates
Final reports are due to be submitted 60 days after the project ends.
Grant End
Final Report Due
6/30/ District determined that no multi-year necessary. Fully spent award in year 1.
8/31/2018.
6/30/ District filed multi-year delegation and moved funds into year 2.
60 days after grant is fully expended or 8/31/2019, whichever is sooner.
9/30/ District could not spend funds in 2 years. Requested an exception to move funds into year 3. This should not be necessary if you are reconciling / shifting expenses over to oldest award!
60 days after grant is fully expended or 11/30/2019 whichever is sooner.

19. Jenn Ahern & Jennyfer Cabral
Thank You
Jenn Ahern & Jennyfer Cabral