Post on 04-Jan-2016
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GoTo Webinar
FY 2013 GRANTS MANAGEMENT SYSTEM IMPROVEMENTS
Guiding Principles
1. Improve the customer experience with grants management while maintaining shared accountability.
2. 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
• 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
Improvement Objectives
• 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
Improvement Milestones
ADE Grants Management Division 9/24/2012
• 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
More Frequent Payments
ADE Grants Management Division 9/24/2012
Payment Request Form 1
1. LEA enters Total Project Expense.
2. Provide an email address 3. If requested more than
20% of the budget total, provide a justification.
ProcessLEA Submits Payment
Request
Request < 20% of budget total : approved by system
Request > 20% of budget total : Justification required
ADE approval or disapproval (email notification)
ADE Grants Management Division 9/24/2012
• 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)
Payment Request Form 2
ADE Grants Management Division 9/24/2012
• 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
Payment Request Receipt
ADE Grants Management Division 9/24/2012
• 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
Payment Request Frequency
ADE Grants Management Division 9/24/2012
• Place all funds in RSP currently • No more initial payment through
application • Grantee can request payment as
soon as the application is approved
Application – Initial Payment
ADE Grants Management Division 9/24/2012
• 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
Payment Speed
ADE Grants Management Division 9/24/2012
• County Report Search Engine
County Report Sample
Payment Speed
ADE Grants Management Division 9/24/2012
• 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
Completion Reports
ADE Grants Management Division 9/24/2012
• 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
Interest on Federal Funds
ADE Grants Management Division 9/24/2012
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
Questions?
ADE Grants Management Division 9/24/2012