State of New Mexico Higher Education Department

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State of New Mexico Higher Education
Department

• NM GEAR UP Spring Workshop 2007
• Budget and Reimbursement
• Lori Vigil
• Federal Fiscal Officer
• Lori.vigil_at_state.nm.us
• www.hed.state.nm.us

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How were the NM GEAR UP budgets generated?

• In 2006, NM GEAR UP schools were awarded funding
  per student
• - 253.80 per student in a class of greater
  than 50 students
• - 550.00 per student in a class of less than
  50 students
• Schools with cohorts of less than 50 students
  were awarded more to ensure equity of access to
  programs and services

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How do I set up my NM GEAR UP school budget for
07-08?

• Review list of required NM GEAR UP activities
• Estimate the cost of these activities and
  complete a NM GEAR UP Budget Plan
• Meet with District Budget Officer/Analyst to
  review draft budget plan and obtain actual cost
  calculations

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Budget Planning

• Using the forms provided outlining how you will
  achieve NM GEAR UP objectives
• Identify activities include breakdown of
  expenditures, program details, number of
  student/staff/parents served justifications

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How does my budget get approved?
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• Submit signed original budget to Lori Vigil,
  Federal Fiscal Officer
• Email notification of approved budget or feedback
  will be sent from NM GEAR UP
• District Budget Officer/Analyst will present
  budget to school board for district approval
• District Budget Officer/Analyst will enter budget
  into the Public Education Department system

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• Spend grant per district guidelines and maintain
  back-up documentation at your school site

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How do we make changes to the budget?

• Request approval from NM GEAR UP State
  Coordinator by email (rebecca.belletto_at_state.nm.us
  )
• Any change to your school budget will require the
  District Budget Officer/Analyst to make a Budget
  Adjustment Request (BAR) and will need to be
  re-entered on the Public Education Department
  system
• It will also require the District Budget
  Officer/Analyst to present each Budget Adjustment
  Request to the school board for district approval
• It is important to work with your District to
  ensure the NM GEAR UP Budget is set up properly
  in the correct accounts to avoid submitting
  Budget Adjustment Requests

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How do we get reimbursed?

• All requests for reimbursement must be submitted
  on the NM GEAR UP Request for Reimbursement form
• Submit your requests monthly with CompassMatch
  reports and expenditure reports
• All requests are Net 30 from date received for
  processing
• Submit signed original request to Lori Vigil,
  Federal Fiscal Officer

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What type of grant did we receive?

• NM GEAR UP monies are classified as a State
  Direct Grant in the Public Education Departments
  Uniform Chart of Accounts
• The fund and revenue codes are provided in the
  Budget and Request for Reimbursement forms
• Funding Code 28178
• Revenue Code 43203
• These may not be altered - doing so will delay
  processing

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Questions