Perkins Secondary Accessing Funds – SERVS Financial

1. Perkins Secondary Accessing Funds – SERVS Financial Beginning in FY10, the Minnesota Department of Education implemented the new SERVS Financial System. 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/.

2. SERVS Financial In FY11 and beyond secondary fiscal agents will use SERVS Financial to submit their Perkins applications and expenditures. The fiscal agent will submit the consortium application and budget through the SERVS Financial web site. Once applications are approved, consortia will submit their expenditures through a draw down request. Reimbursements will be made based upon the draw down request.

3. SERVS Financial All the grant opportunities within the Minnesota Department of Education are found in the Grants Management directory of SERVS Financial.

4. SERVS Financial • You register for SERVS Financial based on the role you play in the organization(s) you represent. Registration steps: • Set up an MDE Account by providing information about yourself. - If you already have an MDE Account, you will skip MDE Account set up. • Select a SERVS Financial Role based on the Authorization Form submitted by your Agency Head (Superintendent or Exec. Director) - Approve Application and Budget - Account Register - Application and Budget - Review Competitive Grants - Read Only • Select the district or organization(s) you represent • Await approval from MDE for your SERVS Financial registration - Approval usually takes one business day - Upon approval, you may log in to SERVS Financial and begin working

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8. SERVS Financial System O SFIN-ApprovApplicationAndBudget OSFIN-AccountRegister OSFIN0ApplicationAndBudget OSFIN-ReviewCompetitiveGrants OSFIN-ReadOnly SERVS Financial

9. SERVS Financial System O SFIN-ApprovApplicationAndBudget OSFIN-AccountRegister OSFIN0ApplicationAndBudget OSFIN-ReviewCompetitiveGrants OSFIN-ReadOnly SERVS Financial Once you Submit you will receive a message indicating Request was submitted successfully and access should be approved within 24 hrs. O SFIN-ApprovApplicationAndBudget OSFIN-AccountRegister OSFIN0ApplicationAndBudget OSFIN-ReviewCompetitiveGrants OSFIN-ReadOnly

10. SERVS Financial • To locate a grant opportunity, begin from the Grants Management Directory of SERVS Financial. http://education.state.mn.us/EGMS/

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12. SERVS Financial Click title of Grant Opportunity to open details.

13. SERVS Financial Click on icon to open the application and save it to your PC. The application must originate from here.

14. SERVS Financial To submit a grant application you must log into SERVS Financial.

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

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17. SERVS Financial Enter the applicable contact info. Click Browse, select the application that was saved to your PC. Attach a Supplemental Attachment, if applicable. Click Submit Grant Application.

18. 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. You receive a message upon successful submission. Select Current Grant Applications to view the submitted application.

19. SERVS Financial Application has Signature Pending status and is ready for signature. Click title of app. to see details Signature Pending

20. SERVS Financial BRADLEY, MILTON SIGNATURE PENDING DANIEL SM<ITH The signatory (Application Budget Approver) will have a “Sign Grant Application” button here and will receive a response saying “You have successfully signed the Grant Application”. First document is the application. Second is supplementary document. You should notify signatory at this time to log in and sign and grant application.

21. 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.

22. SERVS Financial If working with multiple districts, select a district from the list.

23. SERVS Financial Grant App. status must be Approved to spend funds. Unbudgeted: draft budget has not been created by organization. Select “Create” to create the budget. Submitted: Budget has been submitted but not yet reviewed by MDE.

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25. SERVS Financial Budget Status Options • Unbudgeted – draft budget has not yet been created. Select the “Create” button if you have the Application-Budget, Approve-Application and Budget or Account Register role. Read Only users will not see an active Create button. • Draft – a draft budget has been created – draft budgets are not reviewed by MDE. • Submitted – Organization has submitted a budget for consideration by MDE. You may change the status of a submitted budget back to draft if necessary. • Program Approved – Budget has been approved by the program area for meeting all requirements. Budget is now locked and you may not make changes unless MDE changes the status. • Funded and Active – Funds are available and you may begin spending. The person in the Account Register role may draw funds by selecting the “Spend” button.

26. SERVS Financial • In order to draw funds budget must be at Funded and Active for the person w/Account Register role to be able to draw funds by object code. • Budget revisions exceeding 10% of the total award require a formal budget revision and resubmission. Being implemented the week of 10/19/09. • Reallocated funds from FY09 will be recaptured/redistributed based on the formula. They will need to be tracked separately and spent according to the rules of the new grant. • Very important that UFARS expenditures match SERVS expenditures. We will request documentation for draw requests and will be doing comparisons with UFARS.

27. SERVS Financial • Questions? Have a good day!