NYS EDUCATION DEPARTMENT MONEY MATTERS

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NYS EDUCATION DEPARTMENTMONEY MATTERS
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- Student Support Services John
Soja ---------------------------------------------
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The After School Experience ConferenceNovember
18, 2008
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Objectives

• By the end of this presentation, participants
• Will have a basic understanding of the
  requirements for state/federal projects
• Be able to access and understand various fiscal
  reports and resources available via the internet
  to assist with program management

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Who are we?
NYSED Program Offices Student Support Services
Administration of 21st Century Program and
Extended Day/School Violence Prevention
Program Grants Management
Initial review of budgets and amendments NYSED
Fiscal Offices Grants Finance Process
grant budgets, amendments and final expenditure
reports Issue timely and accurate payments
Fiscally related questions
Maintain fiscal accountability in compliance with
State and Federal Statute Contract
Administration Request for proposals
Formal contracts Office of the State Comptroller
Approval of contracts Fiscal oversight
of all payments and processes
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Discretionary Funding
Mechanism for awarding funds (based on several
criteria)

• Grants Usually include School Districts, BOCES,
  Public Colleges/Universities, etc.
• Or

• Grant Contracts Usually include Community Based
  Organizations, Private Libraries, Private
  Colleges/Universities, etc.

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FISCAL FORMS for a Federal or State Project
FS-10 Proposed Budget Detail FS-25 Request
for Interim Payment FS-10A Proposed Amendment
FS-10F Final Expenditure Report (Short/Long
Form) PI Payee Information Form
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FS-10 Proposed Budget
FS-10 Budget - a proposed plan of project
expenditures

• Submitted as a part of the application directly
  to the Grants Management Office
• Forwarded to Program Office for review and
  approval/disapproval
• Upon all necessary approvals, forwarded to Grants
  Finance for processing
• Local agency signature must be of Chief
  Administrative Officer (or properly authorized
  designee)

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FS-25 Request for Interim Payment
FS-25 Interim - a request for an interim payment
(additional payment beyond initial advance made
when budget is processed)

• May be submitted until payments reach 90 of
  approved budget amount
• Must be based on incurred expenses actual cash
  need
• Recommended timeline for submission depends on
  approved project budget amount
• Monthly - 100,000 or greater
• Quarterly less than 100,000
• Submitted directly to Grants Finance

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FS-10A Amendment

• FS-10A Amendment - a budget modification
• Prior approval required for the following
  changes
• Any increase in the total budget amount
• Any increase in a budget subtotal by more than
  10 or 1,000 whichever is greater
• Personnel changes number type
• Minor remodeling
• Equipment

If there is any question, submit an amendment
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FS-10A Amendment Contd

• Timeline for submission generally any time
  between the approved project start end dates of
  the project
• Must be submitted no later than the project end
  date (June 30th)
• Submission of FS-10A with FS-10F is not allowed
• Submitted to Grants Management NOT Grants Finance
• Requires Program Office approval prior to project
  end date (June 30th)

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FS-10F Final Expenditure Report
FS-10F report of actual project expenditures
Short form - summary of final expenditures
Long form - detailed report of final
expenditures

• Agencies must maintain same level of detail
  supporting documentation as required on FS-10F
  Long form and must be provided upon request
• FS-10F Long form can be required at the
  discretion of the Department or where FS-10F
  Short form is not submitted timely
• FS-10F (Short or Long) submitted directly to
  Grants Finance

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Important Points Reminders

• Submit all financial forms and reports by the due
  date(s)
• Enter all required information on financial
  forms
• SED/Agency/BEDS code
• Agency name
• Contract number (if applicable)
• Project number (10 digits)
• Ensure that requests for cash (FS-25s) are based
  on actual or reasonably anticipated expenditures
• Send financial forms and reports to proper
  office
• FS-10 and FS-10A to Grants Management
• FS-25 and FS-10F to Grants Finance
• Use only the forms provided on the Grants Finance
  internet site (assures most current form is used)
• Provide original signature by Chief
  Administrative Officer or properly authorized
  designee
• Review documents for accuracy (mathematical, etc)

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PI/Payee Information Form

• Purpose - to provide payee information only
• New applicants
• To create a payee record
• To establish a SED/agency/institution (12 digit)
  code in combination w/ other agency information
• Existing applicants
• To verify existing payee data
• To update/change payee information
• Accurate payee information is crucial so that
  payments are not misdirected
• Required for payment - both paper checks
  electronic payments
• w/ paper checks provides address to where
  checks should be mailed by OSC
• w/ electronic payments - acts as an internal
  edit/control for electronic deposit of funds

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PI/Payee Information Form - Contd

• Not mechanism by which an agency enrolls for
  electronic fund deposits
• Enrollment directly w/ OSC due to
  confidentiality of bank account routing
  information
• For electronic payments, payee data must match
  exactly on databases - SED (via PI form) OSC

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INTERNET ACCESS WWW.OMS.NYSED.GOV/CAFE/
Updated March 2008AGENCIES CAN ACCESS

• Forms

• Reports

• Guidance and Information
• Important Announcements/Reminders
• Report Fraud, Waste and Abuse
• Contact Us

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INTERNET ACCESS

• Guidance and Information

• Fiscal Guidelines

• Frequently Asked Questions

• Grants Administration Implementation Resource
  Guide

• Federal Education Grant Management Requirements

• Links to SED Offices, Other Agencies and
  Publications

• USDOE-EDGAR

• Office of Management and Budget (OMB) Circulars

A-87 Cost Principles for State, Local and Indian
Tribal Governments A-21 Cost Principles for
Educational Institutions A-122 Cost Principles
for Non-Profit Organizations
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INTERNET ACCESS

• Guidance and Information Contd

• NYS Office of the State Comptroller

Electronic Payments - http//www.osc.state.ny
.us/epay/index.htm Vendor Responsibility
- http//www.osc.state.ny.us/vendrep/index.htm
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GRANTS FINANCE WEB REPORTS

• Local agency reports
• To assist local agencies in managing their grants
  reconcile their records with the Department's
• Updated daily
• Types of reports
• End of Year Report (aka Auditors Report)
• Agency Summary Report
• Grant Status Report (also mailed as Quarterly
  Report)

To select a local agency report click on

• County
• Agency (listed in SED Code order)
• Report Type by year

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ALBANY CITY SD - 010100010000

• Click on the OUTPUT REPORT or DATA DISPLAY that
  you would like to view or print from the list
  below. Use your browser back button to return to
  this page.
• 2005-06 FEDERAL/STATE GRANT PAYMENTS - END OF
  YEAR REPORT
• 2006-07 FEDERAL/STATE GRANT PAYMENTS - END OF
  YEAR REPORT
• FEDERAL AND STATE GRANT STATUS REPORT
• 2005-06 AGENCY SUMMARY REPORT
• 2006-07 AGENCY SUMMARY REPORT
• 2007-08 AGENCY SUMMARY REPORT
• 2005-06 NCLB ALLOCATION REPORT
• 2006-07 NCLB ALLOCATION REPORT Applicable to
  School Districts ONLY
• 2007-08 NCLB ALLOCATION REPORT
• 2005-06 IDEA ALLOCATION REPORT
• 2006-07 IDEA ALLOCATION REPORT Applicable to
  School Districts ONLY
• 2007-08 IDEA ALLOCATION REPORT

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Audit Issues

• Time and Effort Documentation and Record-keeping

• Required when any part of an individuals salary
  is charged to a federal program.
• For additional information resources
• Applicable Federal Cost Principles (OMB
  Circulars)
• Information under Guidance and Information link
  on web-site

• A-133 Audits of State, Local Governments
  Non-Profit

Organizations

• Required if an agency receives federal funds of
  500K or more within the agencys fiscal year

• Office of Audit Services www.oms.nysed.gov/oas/

• Failure to submit required A-133 audit as
  required will result in stop payment.

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RESOURCES CONTACT INFORMATION GRANTS FINANCE

• INTERNET ADDRESS
• WWW.OMS.NYSED.GOV/CAFE/
• E-MAIL ADDRESS
• GRANTSWEB_at_MAIL.NYSED.GOV
• MAILING ADDRESS/TELEPHONE
• Grants FinanceNY State Education
  DepartmentEducation Building Room 510W89
  Washington AvenueAlbany, NY 12234Phone (518)
  474-4815Fax [phone]

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RESOURCES CONTACT INFORMATION STUDENT SUPPORT
SERVICES

• INTERNET ADDRESS
• WWW.EMSC.NYSED.GOV/SSS
• E-MAIL ADDRESS EMSC21STCCLC_at_MAIL.NYSED.GOV
• MAILING ADDRESS/TELEPHONEStudent Support
  Services NY State Education DepartmentEducation
  Building Room 318M89 Washington AvenueAlbany,
  NY 12234Phone [phone]Fax (518)
  474-8299

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RESOURCES CONTACT INFORMATION GRANTS
MANAGEMENT

• INTERNET ADDRESS
• WWW.EMSC.NYSED.GOV/MGTSERV
• MAILING ADDRESS/TELEPHONE
• Grants Management Unit
• NY State Education Department
• Room 674 Education Bldg Annex
• Albany, New York 12234
• Phone [phone]

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