ACCOUNTING for YOUR GRANT

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ACCOUNTING for

YOUR GRANT

Presenter

Grants Accountant for 21st CCLC⁻ Regina Hailey⁻ 404-656-4676

⁻ rhailey@doe.k12.ga.us

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Purpose of Presentation

• Overview of Consolidated Application• Overview of Grants Accounting Process• Importance of communication between

Grantees, Program and Grants Accounting

Agenda

• Title IV-B, 21st CCLC• Consolidated Application Process• Invoice Application• GAORS• Completion Report• Communication

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New Grantee Startup

• Forms • Grantee must ensure that all banking

information is turned in to Grants Accounting– Vendor Banking Form

• Grantee must assign roles for applications – (Con AP, GAORS, Invoice Application, Completion Reports)

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Grant Activation• Grantee must sign off on prayer

certification• Grantee must make grant active in

programs tab

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Logging into the Consolidated Application

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Steps to access 21st CCLC Grant

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Applications Screen

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Open System Application

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List of All Grants

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Click to open Grant Click to open Grant

Budget Status Budget Status

Please note the Program type “Original or Amendment

System Allocation

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Approval information by Grants AccountingApproval information by Grants Accounting

Allocation Allocation

System Budget

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All changes to budget appear highlighted in

blue

All changes to budget appear highlighted in

blue

Carryover added

Budgets

• Budget by function and object codes• Coordinate submitting budgets by system• Monitor Budgets(communication between

LEA, Program and Grants Accounting)

When can an Amendment be Created?

• An amendment can be created(by Coordinator or Grants Accounting) once a grant is in approved status.

• Why would an amendment be created?– When carryover/additional allocation is added to

original allocation by Grants Accounting.– When the system needs to revise how the funds

were budgeted.

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Budget Amendment

• Outside of function code variance• 10% variance• Change in the scope of the program• Post audit purposes

Common Problems• Function Code/Object Code and Allowable Expenditures:

Only function/object codes that are approved by GaDOE can be used in Con App. If a grantee wants a code that is not in the drop down, please contact the Budget Analyst.

• Unbudgeted Funds: All funds must be budgeted in Con App. Grantee should not submit budget for approval if there are funds that are unbudgeted.

• Coordinator Sign off: Coordinator must sign-off on each budget before it can be signed off by Superintendent.

• Superintendent Sign off: Superintendent must sign-off on each budget before it can be reviewed by program manager.

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Common Problems

• Coordinator has signed off but forgot to upload required files: Response – Contact Superintendent to reject grant, this will allow coordinator to upload and resubmit.

• My grant has not been approved : Response – Check the Program Status screen to ensure that the budget tab shows Superintendent or Budget Analyst has signed off.

• Program Manager has signed off but funds are not seen in GAORS: Response – Look at date of sign-off by program manager, if it is more than two days, contact Grants Accounting – (Regina Hailey)

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Common Con-Ap Questions

• How do I have a budget rejected?: Response – If the budget side is signed off by the coordinator – only the Superintendent can reject it. If budget side is signed off by Superintendent – only the program manager can reject it. If budget side is signed off by program manager – only Grants Accounting can reject it.

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How will you know if grant is approved?

• The grant goes through a sign-off process– Coordinator sign-off

• Superintendent sign-off• Program Manager sign-off

Grants Accounting Approval

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Invoice Application

• Log into the Portal• Click on Invoice application• Select “21st CCLC”• Select month that you are requesting funds• Add line item information• Submit to Program Manager for approval• Grants accounting approves and payment is made

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Invoice Application

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Approved budget amount Total amount of funds paid to date

List of invoices to be paid

Approved budget amount Total amount of funds paid to date

List of invoices to be paid

GAORS

• GAORS (Grants Accounting On-line Reporting System)• Approved Budgets• 15 payment request per grant (one per month)

• Reimbursement Request-Payments to grantee• Payments request created each Thursday and

payments deposited in Bank account the subsequent Thursday

List of DE147 (Payment Requests)

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Program Managers Status Report

• Assist grantee program managers and directors to monitor spending of Program

• Shows total percentage of grant spent based on expenditures

• Read only document• Can be exported to Excel

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Program Manager’s Report

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Completion Report

• Grant Period-07/01/XX – 09/30/XX• Due 10/31/XX• Expenditures as of September 30th

• Report expenditures by function and object• Refunds/Cash Shortages• Request to reopen Completion Reports

COMMUNICATIONYou are our Customers.

We are here to HELP.

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Questions and Answers

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GRANTS ACCOUNTING TEAM

• DELLA KILPATRICK – ACCOUNTING MANAGER (404-656-4668) dkilpatr@doe.k12.ga.us

• DARLENE LESLIE – GRANTS ADMINISTRATOR (404-656-5553) dleslie@doe.k12.ga.us

• REGINA HAILEY – GRANTS ACCOUNTANT (404-656-4676) rhailey@doe.k12.ga.us