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Progress Report Reminders

Progress Report Reminders. Michigan Department of Education Office of Education Improvement & Innovation Public School Academies Program. Progress Report Reminders.

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Progress Report Reminders

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  1. Progress Report Reminders • Michigan Department of Education • Office of Education Improvement & Innovation • Public School Academies Program

  2. Progress Report Reminders • Progress reports submitted at the end of Stage 1 and 2 during the Planning Grant and Mid-Year and Final during the Implementation. • Pay vendors directly when you are able to do so; avoid as many reimbursements to staff as possible. • It is ok to charge a portion of expense to the grant, but, you must clearly indicate the breakdown.

  3. Work with your bank for proofs of payment. Best method is copies of cancelled checks. You can use grant funds to pay for the copies. If impossible, make sure bank statements have check numbers we can connect to vendors, evidence of clearance, dates, etc. Clearly connect invoice/timesheet (allowable expense from management plan task) with cancelled check/bank statement, payroll statement, credit card statement (proof of payment) -- best to put payment right after expense in documents. Progress Report Reminders

  4. Progress Report Reminders • OK to submit purchase orders and bids/quotes, they sometimes add clarity to what the purchase was, but, they are not invoices. • Employee timesheets- dates, hours, rate of pay, management tasks worked on (services provided, materials produced, what did they do that was grant related, etc.). Connect with clear and complete payroll statements. We know many employees are paid electronically so no cancelled checks may be available. Include payroll statements.

  5. Progress Report Reminders • We need to see major vendor contracts signed by the board. • You must have board policies and you must follow them. • The board is the sub grantee. They need to meet, have a level 5 member, keep minutes, approve payments, discuss and approve vendors, etc. Can you prove that is happening? We do contact members sometimes.

  6. Progress Report Reminders Can you prove every transaction was: • Connected to a management plan/budget task. • Board approved, delivered/completed, and payment finalized to the vendor/employee. • If transaction occurred through a 3rd party (grant management company), clearly show how the check to the management company was broken down- vendors paid, amounts, check numbers to vendors, etc.

  7. Progress Report Reminders • You include an actual progress report with your documents. You can use the monthly report template; just indicate it is an End of Stage 1 Progress Report. • Best way to submit is via e-mail attachments. If impossible, a CD with info mailed to us is ok. We will create a spreadsheet based on your documents. It works well. We send you the spreadsheet if we have questions.

  8. Example of a Progress Report MDE Spreadsheet

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