ACCOUNTING

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• ACCOUNTING
• for
• YOUR GRANT

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Presenter

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

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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
Click to open Grant
Please note the Program type Original or
Amendment
Budget Status
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System Allocation
Approval information by Grants Accounting
Allocation
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System Budget
Carryover added
All changes to budget appear highlighted in blue
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Budgets

• Budget by function and object codes
• Coordinate submitting budgets by system
• Monitor Budgets(communication between LEA,
  Program and Grants Accounting)

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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

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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
Approved budget amount Total amount of funds
paid to date List of invoices to be paid
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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

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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 Managers 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

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COMMUNICATION

• You 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_at_doe.k12.ga.us
• DARLENE LESLIE GRANTS ADMINISTRATOR
• (404-656-5553) dleslie_at_doe.k12.ga.us
• REGINA HAILEY GRANTS ACCOUNTANT
  (404-656-4676) rhailey_at_doe.k12.ga.us