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FY 2013 Grants Management System Improvements

FY 2013 Grants Management System Improvements. Guiding Principles. Improve the customer experience with grants management while maintaining shared accountability .

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FY 2013 Grants Management System Improvements

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  1. FY 2013 Grants Management System Improvements GoTo Webinar

  2. Guiding Principles • Improve the customer experience with grants management while maintaining shared accountability. • Lessen unnecessary and duplicative work among ADE and grantee staff, freeing time for functions that improve student achievement. ADE Grants Management Division 09/24/2012

  3. Improvement Objectives • More frequent payments • Pay grantees more quickly • Implement new GME system • Resolve Single Audit findings • Reduce application processing time • Reduce re-work with applications, amendments, payment requests, completion reports • Increase consistency of grantee service ADE Grants Management Division 9/24/2012

  4. Improvement Milestones • Grants Management System RFP – Closed and Being Evaluated • Interim GME Modifications – Ready for Roll-Out September/Early October • GP Integration – Complete and Reporting Functionality Being Implemented • Meeting with County and LEA Representatives on Changes to GME and Grants Management Structure, Processes – Ongoing! • USFR Modifications – Ready for Roll-Out • New Grants Management Handbook – Final Draft Ready for Publication in Early September ADE Grants Management Division 9/24/2012

  5. More Frequent Payments • MS Dynamics GP integration • Payment Request System replaces Cash Management Reports • Payment Requests can be submitted at any time within a month • Payments processed daily through accounting system ADE Grants Management Division 9/24/2012

  6. Payment Request Form 1 • LEA enters Total Project Expense. • Provide an email address • If requested more than 20% of the budget total, provide a justification. Process LEA Submits Payment Request Request > 20% of budget total : Justification required Request < 20% of budget total : approved by system ADE approval or disapproval (email notification) ADE Grants Management Division 9/24/2012

  7. Payment Request Form 2 • Modified Reimbursement Method (for Grants with non-scheduled payments) • LEA can submit a Payment Request Form any time • Expenditures realized or to be realized in the next 15 days are allowable for reimbursement (e.g., request a payment on Monday for Friday payroll) ADE Grants Management Division 9/24/2012

  8. Payment Request Receipt • Direct communication between LEA and ADE • Payment Request > 20% of the budget total: ADE is required to enter evaluation comment regardless of approval / disapproval • Email notification to LEA ADE Grants Management Division 9/24/2012

  9. Payment Request Frequency • Grantee must submit a Payment Request at least every 60 days • Grantee will be notified by e-mail if they have not submitted timely • Grantee must provide explanation of project progress if not requesting payment • Program areas will monitor grantees not requesting payment ADE Grants Management Division 9/24/2012

  10. Application – Initial Payment • Place all funds in RSP currently • No more initial payment through application • Grantee can request payment as soon as the application is approved ADE Grants Management Division 9/24/2012

  11. Payment Speed • Ongoing work with counties and grantees to accept ACH (direct deposit) payments • Work with counties to deliver data needed to expedite payments to Districts and Schools (Report Sample /Search Engine Sample Next Slide ) • Automatic payments processed 2-3 days; Individually evaluated payments processed 10-15 days ADE Grants Management Division 9/24/2012

  12. Payment Speed • County Report Search Engine County Report Sample ADE Grants Management Division 9/24/2012

  13. Completion Reports • Completion Reports Due 90 days after project close date • Payment Request process feeds final expenditure detail in Completion Report • Consistency in review and requirements for additional information ADE Grants Management Division 9/24/2012

  14. Interest on Federal Funds • Return all interest accrued at least quarterly • Previously $100 per grant was “excess” • Federal guidance states $100 per entity is “excess” • Report on interest accrued • Excludes Johnson O’Malley Indian Education and State grants • Working with USDOE to determine detail needed on returned interest ADE Grants Management Division 9/24/2012

  15. Questions? Contacts: • Todd Mason, todd.mason@azed.gov; (602) 364-1989 • General Questions: grants@azed.gov • Technical Issues: Sarah Hendrix, sarah.hendrix@azed.gov; (602) 542-4494 • Visit: http://www.azed.gov/grants-management/ for recording of Webinar and materials ADE Grants Management Division 9/24/2012

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