Federal/State Grants Management
Role of Grants Management Unit
Calculate grant allocations and prepare Grant
Award Notifications
 10/1 enrollment
 Census data
 Grant Award Program (GAP)
Monitor and report grant expenditures
Review and approve grant budgets
Technical assistance regarding budget coding and
calculations
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Electronic Grants Management System
(eGMS)
Web-based grants management system
Log on
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http://egmsp.doe.louisiana.gov/LDEGMSWeb/logon.aspx
Username and password
Access maintained by security coordinator
Public access
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Non-eGMS Grants
Some grants are still managed via a “paper”
application process
Submitted via email
 ldegrants@la.gov
Approved applications are posted to
Department’s website
 http://www.louisianabelieves.com/funding/grants-management
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Substantially Approved Applications
EDGAR 76.708 reads as follows:
 …to make subgrants on the basis of a formula, the State may not authorize an
applicant for a subgrant to obligate funds until the later of the following two
dates:
(1) The date that the State may begin to obligate funds; or
(2) The date that the applicant submits its application to the State in
substantially approvable form
eGMS Definition of Substantially Approvable
 The date the application is successfully submitted to LDE
Non-eGMS Definition of Substantially Approvable
 The date the award is approved by BESE
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Application Review Process
Fiscal Review
 Budget coding according to LAUGH
 See Object Codes handout
 Budget calculations
Programmatic Review
 Program goals and objectives
 Allowable costs in alignment with program goals/objectives
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Criteria for Allowable Costs
Necessary and Reasonable
 A cost is reasonable if it does not exceed that which would be incurred by
a prudent person under similar circumstances.
Allocable to the Federal Grant Award
 If the goods or services involved benefit the program, then the cost can be
allocated to the Federal award.
Authorized or Not Prohibited by State or Local
Law
 Consistent with other Federal Policies & Regulations that apply – Program
cost prohibitions take priority over A-87’s general cost principles
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Budget Amendments and Revisions
An amendment is necessary to request budget
changes if any of the following conditions occur:
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The program objectives changed from the approved application
An object code exceeds 25% of the amount budgeted
Final and/or supplemental allocation releases
Rollover fund adjustments upon approval of final PER
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Periodic Expense Reports (PERs)
Must be submitted quarterly
 September 30, December 31, March 31,
 All obligations , whether reimbursed or pending reimbursement, made
during the period of July 1 – the quarterly reporting date (9/30, 12/31,
3/31)
 June 30
 All obligations made during period of 7/1– 6/30, only includes
expenditures reimbursed
Contact Person
 Roxie Townley, Division of Appropriations Control
Roxie.townley@la.gov, 225-342-8830
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Rollover vs. Carryover
Rollover
 Dependent upon approval of final PER from 6/30 for grants with an
application period of July 1 – June 30
 Dependent upon approval of final PER from 9/30 for grants with an
application period of October 1 – September 30
 Expenditures must match payments/reimbursements on final PER
Carryover (Title I only)
 Dependent upon approval of 9/30 PER
 Must include all obligations made through 9/30, whether reimbursed or
pending reimbursements
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Grant Award Program
Awards:
Grant Award Notifications are
available from the “Award” tab.
First, select the Budget Year for the
award you are searching for. Then,
either the Grant or the Recipient.
Finally, select Run Report.
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Grant Award Program
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Grant Award Program
Reports:
Expenditures Report – details
total allocation, approved budget,
YTD reimbursements, balance
available for reimbursement,
application status
Awards by Recipient/Grant –
details all awards for particular
recipients/grants
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Grant Award Program
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Helpful Links
LDE Grants Management
 http://www.louisianabelieves.com/funding/grants-management
LAUGH Guide
 http://www.louisianaschools.net/lde/uploads/13986.pdf
Grant Award Program (GAP)
 https://leads13.doe.louisiana.gov/GAP/start.aspx?logon=public
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Fiscal Contacts
• Sherrie Prosperie, Budget Analyst (NCLB Programs), Division of Ed Finance
Sherrie.prosperie@la.gov; (225) 342-7666
• Brad Standige, Budget Analyst(IDEA Programs), Division of Ed Finance
Brad.standige@la.gov; (225) 342-5468
• Kim Lamonte, Budget Manager (IDEA Programs), Division of Ed Finance
Kim.lamonte@la.gov; (225) 342-1547
• Rashaunda Matthews, Budget Administrator, Division of Ed Finance
Rashaunda.matthews@la.gov; (225) 342-3784
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Questions
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