ESSA Grants and Multi-Year

1. ESSA Grants and Multi-Year Jennifer Ahern and Jennyfer Cabral, Grants Management November 2, 2018

2. What is EdGrants? • EdGrants is the financial grants management system the Department uses. • Applicants submit grant applications and amendment requests. • Applicants can draw down their grant funds. • Applicants can review their Project Record Card. • EdGrants is what makes the multi-year feature possible.

3. Benefits of the multi-year feature • Access to the federal “Tydings provision” which allows these funds to be obligated over 27 months. • Extends the end date of your grant into June of the next fiscal year; alleviating the need to re-apply for “carryover” funds. • Aims to reduce eliminate(!) return of federal grant funds.

4. Federal multi-year grant lifecycle

5. Year 1: Upon Approval – June 30th

6. Year 1: Upon Approval – June 30th continued

7. What is the multi-year delegation? The multi-year delegation is the tool in EdGrants that extends the end date of the grant beyond the year 1 end date of 6/30.

8. Moving too much (or too little) into Year 2 • Funds moved into year 2 will be available to draw down during the year 2 payment request windows. • July 1st – 10th • August 1st – 10th • Since multi-year was filed, the end date is now 6/30 of the next fiscal year. • Since multi-year was filed, year 1 funds can be drawn during the year 1 payment request windows and applied to year 2 obligations.

9. Did not file a multi-year delegation form • Grant end date is 6/30 year 1. •  • Unclaimed balances left in year 1 will roll into year 2 in September. • The grant end date will be extended to 6/30 of year 2 in September. • This practice leaves the grantee exposed for audit pings and cash flow issues. • If unsure, always file a multi-year moving a small amount.

10. Salaries for the school year paid out in summer Salaries for services that occurred prior to 6/30 (obligated) are year 1, regardless of when they are paid out (expended).

11. Multi-Year and Draw Down Windows Multi-Year and Draw Down Windows FY2019 Grant Funds Year 1: Start Date – 6/30/2019 Was Multi-Year Submitted? YES NO Grant end date is now 6/30/2020. Funds moved into Year 2 (FY2020) of grant based on multi-year delegation submission. Grant end date is 6/30/2019. Year 1 (FY2019) balances can continue to be drawn in July and August Accounts Payable windows. Funds moved to Year 2 (FY2020) available to draw in July and August. July 20, 2019 – July 31, 2019 and August 20, 2019 – August 24, 2019 Year 2 (FY2020) Request for funds windows: July 1, 2019 – July 10, 2019 and August 1, 2019 – August 10, 2019 Year 1 (FY2019) balances left unclaimed will roll into Year 2 (FY2020) in September and will be available to draw in October. Grant end date will be extended to 6/30/2020 at that time. Multi-Year feature is available to: Title I (Fund Code 305), Title II-A (Fund Code 140), Title III (Fund Code 180 / 186), Title IV (Fund Code 309), IDEA (Fund Code 240), and Early Childhood Special Ed (Fund Code 262)

12. Use oldest funds first!

13. Amendments are Required when: • there is any significant change in program objectives; or • there is any increase or decrease in the total amount of the grant; or • an increase in a line of the budget exceeds $100 or 10% of the line (whichever is greater), or exceeds $10,000.

14. How to Amend • Contact program unit (RASP liaison) and tell them you’d like to request an amendment. • RASP team member will send the grant project back to Application Submission step; find it in Submissions (no date/time stamp) • Make requested changes and note a description at the top of the Budget Entry formlet. • Attachments list: attach revised cover sheet (only applicable if increase/decrease to total award); attach revised workbook (if applicable) • Once submitted, the grant enters the internal workflow in EdGrants

15. EdGrants Workflow • Application Submission (Applicant) • Program Unit Internal Review (RASP team member) • Program Unit Project Approval (RASP team member) • Grants Management Review / Award step (Grants Management) • CT Return* (Grants Management) • Post Award Reporting • Initial Payment sent (Grants Management) • Payment windows available (20th – last day of month) • NEW! Payment submission prevented when grant project is under amendment! *CT Return step is applicable only when change to total grant award amount

16. Final Financial Reports (FR-1) Transitional Period • FY2017 reports and earlier: • Use Excel form and email to EdGrants@doe.mass.edu • For GIS grants housed in the payment center (https://doegrants.wji.com/) use the payment center to file your final report. Print, sign and send in hard copy mail.

17. FY2018 Final Financial Reports (FR-1): • File report in EdGrants • Available in the submissions menu after the year 1 end date whether multi-year was filed or not • Do not need to file until fully expended • Amendments / shifting expenses should be done to fully expend the award (No grant returns!) • Attachments list is where you include a signed PDF/upload • Grants Management will offer webinars in June and throughout the summer/fall

18. Final Financial Report due dates • Final reports are due to be submitted 60 days after the project ends.

19. Thank You Jenn Ahern & Jennyfer Cabral EdGrants@doe.mass.edu 781-338-6595 www.doe.mass.edu/Grants