Perkins Fiscal Training III – Secondary Procedures

1. Perkins Fiscal Training III – Secondary Procedures Dan Smith, Pam Schneider Minnesota Department of Education October 13, 2011

2. AGENDA Review development of Secondary Perkins Budget (Excel Spreadsheet) Review Procedures for submitting applications and budgets through SERVS Financial

3. Process Step 1: Verify final Perkins consortium allocation, including separate basic and reserve allocations.

4. October 5, 2011

5. Process Step 2: Complete Perkins application, including identification of activities by goal, administrative expenses, and activities to be carried out for the consortium by subgrantees

7. Process Step 3: Develop the budget for each activity, including by whom or where the activity will occur

9. Process Step 4: Determine for each activity whether it address Required, Permissible or Reserve activities. Each activity should be categorized into ONE of those categories, except that Reserve funds may be used in combination with any required or permissible activity.

11. Process Step 5: Determine the appropriate UFARS Object (OBJ) code(s) for each activity. Each expenditure may be reported under only one object code.

13. Process Step 6: Complete the Perkins Secondary Budget Spreadsheet to be attached to the Perkins application in SERVS Financial and submitted to Dan Smith at MDE and Florence Newton at MnSCU.

14. Consortium name Fiscal agent District number and type Basic allocation Reserve allocation Budget Summary Tab

15. Objective 1: Permissive activities pertaining to articulation meetings Objective 2: Support for a Technical Skill Attainment assessment coordinator Goal 1 Tab

16. Goal 2 Tab

17. Goal 3 Tab

18. Goal 4 Tab

19. Goal 5 Tab

20. Admin Tab

21. Budget Summary Tab

29. CAUTION Moving or copying/pasting cells on the spreadsheet may disrupt the automatic summary features (to the Budget Summary tab).

30. Process Step 7: Revise the budget spreadsheet whenever substantial budget changes are made.

31. Process Step 8: In January, enter expenditures made through December 31 on the spreadsheet by goal (or admin) and submit the updated spreadsheet to Dan Smith at MDE

33. I will now turn the discussion over to Pam Schneider to talk about SERVS Financial.

34. Perkins Secondary Accessing Funds – SERVS Financial SERVS (State Educational Record View and Submission System) is a password protected web site for members of secondary educational organizations who have received prior approval to submit grant applications and create budgets, approve transactions, request fund reimbursement or simply view grant applications and the budget management process. http://education.state.mn.us/EGMS/.

35. SERVS Financial

37. SERVS Financial

38. SERVS Financial Select your district. Select Grant Management.

39. SERVS Financial

40. SERVS Financial Your grant application has been successfully submitted and the status is “Signature Pending”. Once the Superintendent or Executive Director has approved this application on behalf of your organization, MDE will begin their review process. You may check the status of this or any other application on the Grant Applications page of SERVS Financial Grants Management.

41. SERVS Financial Signature Pending

42. SERVS Financial BRADLEY, MILTON SIGNATURE PENDING DANIEL SM<ITH

43. SERVS Financial Application Status Options • Signature Pending – application submitted by Application-Budget, Application-Budget Approver or Account Register. Application Budget Approver must sign. • Under Process – Application Budget Approver has signed. It is now in MDE’s workflow queue awaiting review. • Resubmit – MDE has requested that you resubmit the application to make changes. • Denied – Your application is formally denied. • Approved – Your application is approved and the budget can be built in SERVS and once it is Funded and Active you may begin spending money. The Account Register will be able to make draw requests.

44. SERVS Financial

45. SERVS Financial

46. SERVS Financial

47. SERVS Financial

48. SERVS Financial Changes due to Allocation Reductions – • Submit a revised budget spreadsheet by 10/31/11. • For Applications already submitted – Agency Head will need to go to Manage Allocations/Competitive Awards and reduce the 2012 funds to the new reduced allocation amount. • Once approved by MDE, the budget can be built in SERVS based upon that new amount. • For Applications not yet submitted – include your revised spreadsheet in the Supplemental attachment., and once approved, build the budget accordingly.

49. SERVS Financial

50. SERVS Financial Reminders: • Send revised spreadsheet by 10/31/11. • Make final FY11 SERVS draw requests for Basic-428 and Reserve-475. • SERVS expenditures should match UFARS. Comparison report should be available soon.