Fiscal Guidelines/ Budget and Program Revisions NC Committee on Dropout Prevention Procedures Manual...

Fiscal Guidelines/ Fiscal Guidelines/ Budget and Budget and

Program RevisionsProgram Revisions

NC Committee on Dropout Prevention NC Committee on Dropout Prevention Procedures Manual 2010Procedures Manual 2010

Monday, April 10, 2023Monday, April 10, 2023 NC Committee on Dropout Prevention NC Committee on Dropout Prevention Procedures Manual 2010Procedures Manual 2010

AgendaAgenda• Fiscal GuidelinesFiscal Guidelines

• Budget and Program RevisionsBudget and Program Revisions– Budget and Program Revisions IntroductionBudget and Program Revisions Introduction– Steps for Requesting Revisions to Budget or Steps for Requesting Revisions to Budget or

ProgramProgram– Budget Revisions Request FormBudget Revisions Request Form– Program Revisions Request FormProgram Revisions Request Form


Fiscal GuidelinesFiscal Guidelineshttp://www.ncpublicschools.org/docs/dropout/grants/forms/http://www.ncpublicschools.org/docs/dropout/grants/forms/

2010/fiscal-guidelines.pdf2010/fiscal-guidelines.pdf


Use of FundsUse of Funds

Funds must be used:Funds must be used:– for items necessary for accomplishing the for items necessary for accomplishing the

objectives of the program objectives of the program – for implementing activities (as described in the for implementing activities (as described in the

dropout prevention application)dropout prevention application)

All cost must be:All cost must be:– budgeted in approved application to be eligible to budgeted in approved application to be eligible to

be charged to grant be charged to grant


Allowable CostsAllowable Costs

A cost is allowable if the goods or services A cost is allowable if the goods or services involved are aligned with an objective and involved are aligned with an objective and in accordance with relative benefits in accordance with relative benefits received.received.


To be allowed/charged to a grant, To be allowed/charged to a grant, the following must be met:the following must be met:

– Be reasonable for performance of the grant and allocable Be reasonable for performance of the grant and allocable under the applicable cost principlesunder the applicable cost principles

– Consistent with policies and procedures that apply to state Consistent with policies and procedures that apply to state funded activities funded activities

– Determined in accordance with generally accepted Determined in accordance with generally accepted accounting principlesaccounting principles

– Not be included as a cost or to meet cost-sharing or Not be included as a cost or to meet cost-sharing or matching requirements of any federal-or-state funded matching requirements of any federal-or-state funded program in the current or prior period program in the current or prior period

– Not used for lease-purchases for discretionary grantsNot used for lease-purchases for discretionary grants

– Not used for indirect costs if for state-funded grantsNot used for indirect costs if for state-funded grants


Allocable CostsAllocable Costs

A cost is allocable to a particular grant if:A cost is allocable to a particular grant if:

1.1. It is incurred solely to advance the work It is incurred solely to advance the work under the sponsored agreement.under the sponsored agreement.

2.2. It benefits both the sponsored project and It benefits both the sponsored project and other work of the institution in proportions other work of the institution in proportions that can be approximated through use of that can be approximated through use of reasonable methods.reasonable methods.


Allocable Costs GuidelinesAllocable Costs Guidelines

A cost is allocable to a particular grant if it is A cost is allocable to a particular grant if it is treated consistently with other costs incurred for treated consistently with other costs incurred for the same purposes in like circumstances and if it the same purposes in like circumstances and if it meets the following:meets the following:

• Incurred specifically for the grantIncurred specifically for the grant

• Benefits both the grant and other work and can Benefits both the grant and other work and can be distributed in reasonable proportion to the be distributed in reasonable proportion to the benefits receivedbenefits received


Allocable Cost GuidelinesAllocable Cost Guidelines(Continued)(Continued)

Any cost allocable to a particular grant or Any cost allocable to a particular grant or other cost objective may not be shifted to other cost objective may not be shifted to other state awards to overcome funding other state awards to overcome funding deficiencies or to avoid restrictions deficiencies or to avoid restrictions imposed by law or by the terms of the grant imposed by law or by the terms of the grant award.award.


Also considerAlso consider

Are fair practices in hiring and spending adhered to?

Is the cost not included as a cost or used to meet cost sharing or matching requirements of any state or Federal award in either the current or a prior period and not funded under other grants?

Is a documentation procedure established to adequately maintain full accounting records?


Unallowable CostsUnallowable Costs

The following list of costs, either direct or The following list of costs, either direct or facilities and administration costs are facilities and administration costs are unallowable on dropout grants.unallowable on dropout grants.

**Please note that following is not a complete list of unallowable costs. Please check with Please note that following is not a complete list of unallowable costs. Please check with the grant provider if you have concerns about any possible issues that might not be allowed the grant provider if you have concerns about any possible issues that might not be allowed in the grant.in the grant.


List of Unallowable CostsList of Unallowable Costs

• Alcoholic Beverages

• Audit Services

• Severance Payments

• Costs incurred for Interest on Borrowed Capital

• Goods and Services for Personal Use


Unallowable Costs, cont’dUnallowable Costs, cont’d

• Acquisition of real property for construction, maintenance and repairs

• Defense and prosecution of criminal and civil proceedings and claims

• Any losses arising from uncollectible accounts and other claims and related costs

• Contributions and donations to individuals other than students served by the program as incentives


Unallowable Costs, cont’dUnallowable Costs, cont’d

• Costs of investment counsel and staff and similar expenses incurred to enhance income from investments

• Costs of advertising and public relations designed solely to promote the grantee rather than the grant program

• The cost of certain influencing activities associated with obtaining grants, contracts, cooperative agreements or loans


Unallowable Cost, cont’dUnallowable Cost, cont’d

• Costs of organized fund raising to raise capital or obtain contributions

• Contributions to a contingency reserve or any similar provision made for events the occurrence of which cannot be foretold with certainty as to time, or intensity or with an assurance of their happening


List of Unallowable Cost, cont’dList of Unallowable Cost, cont’d

• Fines, penalties, damages, and other settlements resulting from violations of, or failure to comply with Federal, State, and local regulations

• Costs of entertainment for the sole purpose of amusement, diversion, and social activities


QUESTIONS, QUESTIONS, COMMENTS, COMMENTS, CONCERNS?CONCERNS?


Budget and Program Budget and Program RevisionsRevisions


Budget and Program RevisionsBudget and Program Revisions

It is not unusual for applicants to revise It is not unusual for applicants to revise programming or budgetary allocations after programming or budgetary allocations after an application for funding has been granted.an application for funding has been granted.

However, revisions should be rare and well-However, revisions should be rare and well-thought out before request for changes are thought out before request for changes are made to avoid multiple request within the made to avoid multiple request within the lifetime of the grant.lifetime of the grant.


Steps for Requesting RevisionsSteps for Requesting Revisions

1.1. Review the Fiscal Guidelines to ensure Review the Fiscal Guidelines to ensure requests are aligned with these approved requests are aligned with these approved principles for expending funds. principles for expending funds.

2. Electronically submit a request to the Sub-2. Electronically submit a request to the Sub-committee on Budget and Program committee on Budget and Program Revisions, using the appropriate forms.Revisions, using the appropriate forms.


Steps for Requesting Budget and/or Program RevisionsSteps for Requesting Budget and/or Program RevisionsContinuedContinued

Electronic submission is required.Electronic submission is required.

Request emailed to Request emailed to [email protected]

Committee acts on request received by the 10Committee acts on request received by the 10 thth day of the day of the monthmonth..

Allow at least through the end of the month for a response Allow at least through the end of the month for a response from the sub-committee.from the sub-committee.

Regardless of the sub-committee’s decision, responses Regardless of the sub-committee’s decision, responses will come in the form of an email. Make sure all email will come in the form of an email. Make sure all email addresses are accurate.addresses are accurate.

mailto:[email protected]


Steps for Requesting Revisions, cont’dSteps for Requesting Revisions, cont’d

3. If your request is granted, proceed 3. If your request is granted, proceed accordingly with the new changes; otherwise, accordingly with the new changes; otherwise, continue to follow the program or budgetary continue to follow the program or budgetary distributions that were last approved by the distributions that were last approved by the committee.committee.


Budget Revision FormBudget Revision Form

http://www.ncpublicschools.org/docs/dropout/grants/forms/2010/budget-revision-request.xls




Program Revision FormProgram Revision Form

http://www.ncpublicschools.org/docs/dropout/grants/forms/2010/program-revision-request.xls




Budget and Program Revision Budget and Program Revision RemindersReminders

• The sub-committee may have additional questions for The sub-committee may have additional questions for you to answer, therefore be ready to detail the basis you to answer, therefore be ready to detail the basis of your request(s)of your request(s)

• Ensure your descriptions are detailed but briefEnsure your descriptions are detailed but brief

• Provide justification for each requestProvide justification for each request

• Revision request must be in excel form (no pdf) Revision request must be in excel form (no pdf)


QUESTIONS, QUESTIONS, COMMENTS, COMMENTS,

CONCERNS??CONCERNS??

Fiscal Guidelines/ Budget and Program Revisions NC Committee on Dropout Prevention Procedures Manual...

Documents

Transcript of Fiscal Guidelines/ Budget and Program Revisions NC Committee on Dropout Prevention Procedures Manual...