New Mexico Higher Education Department

1. New Mexico Higher Education Department GEAR UP New Mexico Non-Federal Matching Requirements August 6, 2014 Presented by Elizabeth Archuleta

2. Federal Matching Requirements • Each school district is required to match their expenditures of federal dollars each fiscal year, dollar for dollar. • GU NMHED must match all expenditures over the 7 year period of the grant.We cannot fall behind, and the US DOE requires us to meet match every year. • Potential consequences of not meeting match: • Reduction of the federal award amount. • A refund of funds to US DOE. • Possible termination of the award. GEAR UP NMHED Match Webinar March 20, 2014

3. “Extra” Match • School district matching funds will roll over annually: • More than 100% match in FY14: balance counts toward FY15. • No district’s “extra” match is applied to another district. • Each district is responsible for matching its own funds. • NMHED will not waive matching requirements. • When districts applied for this grant, they did so with the understanding that dollar for dollar match was required. GEAR UP NMHED Match Webinar March 20, 2014

4. Partner Identification Form and Cost Share Worksheet • Each month, district shall submit the Partner Identification Form and Cost Share Worksheets. • The form is to be filled out completely with running totals in Monthly Match, Match to Date, Expenditures this month, and Expenditures to date. • Once a dollar amount is determined in each category, back up documentation will be housed in aMatch binder, and submitted to GU NMHED. GEAR UP NMHED Match Webinar March 20, 2014

6. Match Categories • The are 6categories to divide your match (including 6A-D): • Salary and Wages • Employee Benefits • Travel • Materials and Supplies • Consultants and Contracts • Other • Indirect • Total Indirect • Equipment • D. Scholarships/Tuition Assistance • Only if offered to GEAR UP students only. GEAR UP NMHED Match Webinar March 20, 2014

7. Salaries and Benefits A reasonable percentage (1 -5%) of salaries and benefits of school employees not paid by GEAR UP can be used as match: • Superintendent, Principal, Counselor • Fiscal, Office Staff, Other School Personnel Time above 5% must be documented: • Hourly rate found in school information system (Power School or Skyward) in Staff /Salary/Misc. info section • Number of hours can be documented by printouts of Outlook calendar

8. Other Categories GEAR UP NMHED Match Webinar March 20, 2014 • Travel • Materials and Supplies • Consultants and Contracts

9. Indirect Cost • Published by PED Annually • GEAR UP allows for maximum of 8% of total award • Can only be 8% of what was actually spent • Reported monthly based on actual expenditures

10. Match Allowable • When capturing 100% of in-kind match for any allowable good or service, please ensure GEAR UP students were the only recipients. • Scholarships can only be counted as match if they are open to GEAR UP students only.

11. District Facility Usage Agreement • Each district needs an outline of rental fees associated with facilities. • Agreement must be School Board approved (Need minutes of Board meeting granting approval) • Includes • Classroom Space • Other Facility Space • Equipment

12. Back Up Documentation Back up documentation is required for all match, and consists of: • GEAR UP NM Non-Federal Matching Funds Contributor Certification, accompanied, if necessary, by one of more of the following: • Cash register receipts/invoices • Outlook calendar with notations (meetings, etc.) • Agendas • Sign-in sheets • Any other detailed supporting document(s) you can provide Does your back up documentation answer who, what, when, where, and why? What is your evidence?

14. Questions? • Please do not hesitate to call or email GEAR UP NMHED Fiscal Officer if you need any assistance. • ElizabethA.Archulet@state.nm.us • (505) 476-8438 • Thank you! GEAR UP NMHED Update March 11, 2014