HEP/CAMP NEW DIRECTOR’S TRAINING SEPTEMBER 23, 2010

1. HEP/CAMP NEW DIRECTOR’S TRAININGSEPTEMBER 23, 2010 DEVELOPING A PROGRAM BUDGET BY: Dr. Maria T. Escobedo 1

2. Overview • The mission of OME is to provide excellent leadership, technical assistance, and financial support to improve the educational opportunities and academic success of migrant children, youth, agricultural workers and fishers, and their families. Source: OME website • HEP and CAMP students are entitled to the social, academic, and financial assistance according to their assessed needs. Source: DeSoto, D., July 2010 2

3. Budgets • No two program budgets are the same • Q: Is your budget aligned with the scope of your grant? • Q: Is your budget aligned with your program activities– as outlined in the grant? • Note: Your Program Officer is a great resource who will guide you. • Note: Ask for guidance from other HEP/CAMP Directors 3

4. Pondering Questions??? • Are matching funds required? • If your program started late, what now?? (budget and activities outlined in the grant) • Change in “Key Personnel” • Can I move funds from stipends to other line items? • Can I move funds into the stipends category? 4

5. Budget • Grant Application (ED524 Form) proposes the original five-year budget. • Grant Award Notification (GAN) reflects the approved budget. • The Budget Narrative details all the proposed activities and their costs. • Source: DeSoto, July 2010 5

6. Allowable Costs Are necessary and reasonable for the performance of the award; Conform with Federal costs principles: Are consistent with uniform procedures of the organization; Are determined in accordance with generally accepted principles; and Are not included in any other Federally financed grant (unless authorized by statute). Source: DeSoto, July 2010 6

7. Reasonable Cost A cost is “reasonable” if it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the cost. See the appropriate principles circular (OMB): A-21 for Education Institutions (IHEs), or A-122 for Non-Profit Organizations. Source: DeSoto, July 2010 7

8. Budget Line 12 Categories Personnel (FT, PT, Student Mentors, etc.) Fringe Benefits (Example 37% @ CSUB) Travel (recruitment cost, staff dev., student travel, etc.) Equipment Supplies (consumable supplies, computers, recruitment/marketing supplies, etc.) Contractual (summer programs, evaluators, etc.) Construction 8

9. Budget Line Categories • Other (telephone, printing, cost of institutional facilities, HEP/CAMP association fees, etc. • Total Direct Cost (Lines 1-8) • Indirect Costs (8% Maximum) • Training Stipends (books, tuition, student transportation fees, etc.) • Total Costs Note: To move funds out of the Stipends Category requires approval from OME. 9

10. Activity Recruitment, conferences Summer Commuter Program Activities Telephone, postage, printing, CAMP Association Fees Tuition fees, books, etc. Budget Travel Contractual Other Training Stipends Example 10

11. Carryover • Carryover Balance: Unexpended funds of the grantee from a previous budget period under a grant that are authorized for use to cover allowable costs in current budget period (EDGAR Section 75.253). • Unexpended funds at the end of one budget period can be used in the next budget period for allowable activities without any action by ED or the grantee unless restricted by the program staff as condition of the award. 11

12. Carryover (cont.) • For use of carryover funds program staff (typically the Program Director) will submit the request to their Program Officer and provide a description of how the unexpended funds will be used. 12

13. Examples—Use of Carryover Funds • Staff development • Student direct services, for example: Ropes Challenge course (cost of service increased from original project of expenditure • Computer maintenance – computer fees increased • Cost of institutional services/facilities (i.e. room and board, use of conference rooms, etc.) 13

14. Examples (Cont.) • Supplies category (increased based on need) • Purchase marketing materials • Use for follow-up services, such as hire student mentors to offer peer advising for CAMP alumni, cultural activities, update and/or purchase computers, purchase computer programs to track program activities/student database 14

15. Training Stipends • Training stipends are an allowable cost, but must be shown in the budget narrative to be aligned to the activities and goals of the approved application, be “reasonable” and necessary to assist the students to successfully complete the program Source: DeSoto, July 2010 15

16. Training Stipends (cont.) • The statute and program regulations allow HEP & CAMP variations of training stipends. • Departmental guidance limits indirect costs to a modified total direct (MTDC) basis, where training stipends costs are excluded from the 8% (maximum) rate to charge against the (modified) direct costs of a training grant. • Source: DeSoto, July 2010 16

17. Training Stipends • …room and board could be applicable to either HEP or CAMP for some participants who are residential, but not those who are commuters. In general, room and board should be charged as a Training Stipend...regardless of the HEP or CAMP… • Section 74.25 of EDGAR requires grantees to request approval before transferring funds allotted for training allowances (direct payments to trainees) to other categories of expense. • Source: DeSoto, July 2010 17

18. Institutional Challenges??? • Institutions (staff from various depts.) are not familiar with the scope and activities of the grant. • Tracking monthly/quarter drawdowns • Recommendation: Key staff to meet with the respective accounting offices to assist them in understanding the goal and scope of the grant. 18

19. Institutional Challenges • Recommendation: Attend institutional trainings to become familiar with institutional protocols and policies. • Example: CSUB pre and post award process for all grants (GRASP Office) • Understand the Process of how documents flowchart from beginning to end (CAMP—Associate VP EM—Grants Office—Accounts Receivable and Accounts Payable Offices. 19

20. Discussion • Group Discussion/Feedback 20

21. Contact Information Maria T. Escobedo, Ed.D. E-mail: mescobedo@csub.edu Telephone: 661-654-6125 Have a great lunch!