Using your 21st CCLCFunds Effectively for Growth

Nina R. Pace, Grant Administrator21st CCLC

21st Century Community Learning Centers

Emphasis is on: • Improved reading,

mathematics

• Positive youth development

• Parent and family engagement

Award Duration • Five year period for approved

grants• Fourth & final years will be

funded at 75% & 50% respectively

• Sustainability planning must start at the beginning

• Continuation application needed for consecutive years

Hours of Operation / Program Calendar

• K-5 must operate at least 15 hours per week

• 6-12 must operate at least 12 hours per week

• No time requirements for breaks or summer

• Determine program start and end dates (Program must begin no later than October 15th annually)

• Required by entity that operates the grant

• Programs that serve youth overthe age of 15 are not eligible forlicensing

Licensing

Licensing Contacts• Ohio Department of Job & Family Services

(Community Based/Faith Based Organizations)– Stephanie Shafer (614)752-0445– Help Desk (866) 886-3537, option 4

• Ohio Department of Education (Local Educational Agencies)– Marlene Fields

• marlene.fields@education.ohio.gov• 614-644-2604 desk• 877-644-6338 toll free

Purpose of Grant Expenses

Expenses are for purposes of approved grant application funds on the CCIP budget and budget narrative. Expenses must be used toward academic, youth development and parent & family engagement enrichment initiatives for after school program. NOTE: Use good common sense when making expenditure/obligation decisions

Funding• For State Fiscal Year 2014 (SFY14)

(July 1, 2013 – June 30, 2014)– USDOE funds made available traditionally

by early summer– Ohio is allocated approximately $40 million

annually (determined by USDOE)– Minimum funding allocation: $50,000.00– Maximum funding allocation: $200,000.00

• Awards are based on the quality of the applications

• Awards are contingent based on funding from the source

Allowable Use of Funds• Transportation costs • Curriculum materials • Supplies, including

computers/printers, pertaining to academic enrichment

• Staff salary and benefits• Student incentives• Program evaluation• Youth development contractors• Rent (reasonable and necessary/for afterschool

activities only)

Unallowable Use of Funds• Food of any kind• Grant writer• Vehicle/van/bus purchase• Supplies for fundraisers• Capital expenses (a bldg or land

for a bldg)• Building repairs

Budget Page

Governance/Administrative Expenses UP TO 15% of total budget

-Goal setting-Fiscal-Hiring-Assessing and monitoring progress toward PPOs-Sustainability planning

Instructional Expenses

Instruction:• Teachers

(salaries/benefits)

• Support Services: Tutors

• Contracted youth development or parent/family engagement speakers

• Supplies/materials

Transportation

• Bus Driver Salary & Benefits

• Summer School services• After or before school

services

Professional Development

• Conferences/Meetings

• Workshops/Trainings

• Travel expenses

Capital OutlayProvide an explanation in CCIP History log. Identifystrategy that describes the activity in the planning tool.

• Equipment (Refer to Local Threshold)

• Used for Instructional Purposes

21st CCLC Monitoring

Reviews/Audits

How to Prepare for Monitoring Reviews

Monitoring Reviews

Compliance and Performance Assessment (CAPA) - Second & Fourth Years of grant

5th Year Grant Close Out

Review prior year FER, PCRs, and expenditures (use BUDLEDS and/or Financial Detailed reports by Object Code)

Proper Support Documentation (Invoices, Cancelled Checks, Time & Effort, Semi-Annual Certifications, receipts, purchase order process)

How to Prepare for StateAudits

WHAT is a Regular & Single (A-133) Audit?

AOS= Auditor of StateIPA= Independent Auditor-ALL ENTITIES NEED TO HAVE AN AUDIT AND AOS & IPA’S WILL PERFORM AUDITS-IN GRANTS MGT PERFORM SUBRECIEPIENT MONITORING ON A SELECTED GRANTEES BASED ON RISK ASSESSMENT THAT IS SEPARATE FROM AOS & IPA’S

Regular Audit -For Entities who expend less than $500,000 a

year.-Management Discussion and Analysis of Financial Statements-AOS scope covers a range of financial subject

areas to ensure accountability (i.e. Assets, Receipts, Disbursements, Government Activities, etc…)

-Schedule of Findings

Single Audit Act A-133– A single audit is an organization-wide audit that includes both

the entity's financial statements as well as its federal awards. Effective January 2004, The Office of Management and Budget Circular No. A-133, Audits of States, Local Governments, and Non-Profit Organizations, requires entities that expend $500,000 or more a year in federal awards to have a single or program-specific audit conducted.

– Not all grants/programs are reviewed - they are selected.– Schedule of Federal Awards Receipts & Expenditures.– Schedule of Findings & Questioned Costs

• Financials Statements (GAGAS)• Federal Awards

Basics to Prepare For:• Proper Support Documentation (Invoices, Cancelled Checks, Time

& Effort, Semi-Annual Certs, etc…) -34 CFR 80.20-Standards for Financial Management Systems. 3-yr record retention

• Inventory Management -34 CFR 80.32. – Proper tags & Serial #, Physical Inventory every 2 yrs

• Accounting to verify use and conformity to USAS (Uniform School

Accounting System) – OAC 3301-19-03(A). – AOS mandates that each entity must enter an expenditure with proper code

classification 3-digit object code and 4 digit Function/Purpose

• Proper use of Budget and Budget Revisions– 34 CFR 80.30 C(ii).– GRANTEE MUST OBTAIN PRIOR APPROVAL IF ACTIVITIES ARE EXPECTED TO

EXCEED 10% OF THE CURR TOT APPR BUDGET

Some Basic Federal Requirements• Allowable Costs – 2 CFR Part 225 Appendix A-Section c(3)(a) and C(1)(a-j) Costs that

are:– Reasonable, allocable, necessary, & compliant

• Cash Management -34 CFR 80.21– Grantee should minimize time lapsed between transfers of disbursements– Spend down cash requested via PCR within the time requested (30 days)– CMIA provides general rules and Procedures for cash management

• Final Reporting- 34 CFR 80.41 due 90 days after termination of grant (FER)

• Period of Availability (POA)- 34 CFR 80.23- insure expenses are incurred within the project period

• Time & Effort -2 CFR 225 Appendix B (8)(h)(3 &4)– Where an employee works on multiple activities, A Fed award and a non-Fed award, 2

or more indirect activities = T & E– Where are expected to work solely on a single Fed award=Semi Annual certs

ESEA Waiver

ESEA Waiver Flexibility • 25% of funds for the 21st CCLC program

to provide activities that support high-quality expanded learning time.

• Expanded learning time is the time (minimum 300 hours) that an LEA extends the normal school day, week, or year

Not Just More of the Same

• Provide supplemental science, reading, civics, or art instruction or other supplemental academic enrichment activities to students in the morning or afternoon to allow teachers to collaborate or plan.

• LEA working with a community partner, might use 21st CCLC funds to extend its school week and incorporate enrichment activities, such as debate or college preparation, on either Saturday or a week day.

• Using 21st CCLC funds to support expanded learning time should not be just “more of the same.”

Compliance Resources All sub-grantees are required to know and are held

accountable to the rules and regulations that govern the 21st Century grant:– CCIP Assurances (40) – U.S.DOE Federal Guidelines

• http://www.ed.gov/programs/21stcclc/index.html– U.S.DOE Non-Regulatory Guidance

• http://www.ed.gov/programs/21stcclc/guidance2003.doc– EDGAR (Education Department General Administrative

Regulations)• http://www.ed.gov/policy/fund/reg/edgarReg/edgar.html

– USAS Manual– OMB Circulars– State Guidelines– Ohio Revised Code & Ohio Administrative Code

Contact InformationShannon Teague – Associate DirectorShannon.teague@education.ohio.gov – or- 614-466-2517

Nina Pace - Grant Administrator Nina.pace@education.ohio.gov -or- 614-387-0344

Joe Kujkowski – Consultant (program)joseph.kujkowski@education.ohio.gov –or- 614-387-0377

Charlotte Jones-Ward – Consultant (program)Charlotte.Jones-Ward@education.ohio.gov –or 614-466-

8920

Debra Shirley – Consultant (program)Debra.shirley@education.ohio.gov –or- 614-466-9520

Connie Sims – Data CoordinatorConnie.sims@education.ohio.gov – or- 614-752-5071

Important Dates• Feb 1, 2013 System Opens for Application

Submission

• April 26, 2013 System Closes at 5:00 PM to Application Submissions

• May 3, 2013 Competitive Grant Reader Training

• Mid-May, 2013 Competitive Grant Read

• Jul 1, 2013 FY14 Grant Period Begins

• Jun 30, 2014 FY14 Grant Period Ends

Questions