Introductions
DOE Grant Specialists
Heather Harrell
Jahlisa Knight
(850) 245-0897
(850) 245-0859
Management Organizations
Yolanda Miranda-Hill– Grant Director
(850) 245-9077
Yolanda.miranda-hill@fldoe.org@fldoe.org
Here we come to save the day!
Louise Thomas
(850) 245-5138
CSP GRANT TRAINING
Part 1
Grant Process Overview.
Which path did you choose?
What road are you on?
Planning, Design
&
Implementation
Combined timelines<=36 Months
Planning: <=18 Months
Implementation: <=24 Months
Implementation
Only
Total project<=24 Months
School opens year following RFP
(no deferrals)
Sliding scale for phase?

If I can generate it?
How do I get the rest of the money?
Spend your money. You can’t get more until you
spend what you have!
 Track Spending, turn in your reports to your
specialist quarterly
(October 1, December 1, March 1, June 1)
 See Document #8, Itemized Expenditure Report.
 Track as you spend, so you don’t get behind.
 Keep all vendor purchase orders, invoices,
receipts, payments, and market analysis.
 Failure to turn in reports may result in penalties

How do I get the rest of the money?

Track your Inventory- Add to Inventory Report and Label
upon receipt .
 Log all inventory on Inventory Log, Document # 7
 Conduct inventory at least once/year
 Labels:





Property of [District Name]
[School Name]
Item #
Purchased with Federal CSP funds
Need to change your budget? Contact your specialist for
assistance.
 Use DOE 150 and DOE 151 forms from flcsp.org
“Resources”
How do I get there from here?
Plan how to spend the next phase of your money.
 Planning to Implementation 1: Use DOE 150 and
DOE101s
 Implementation 1 to Implementation: Use DOE150
and DOE151

Finish submitting your documentation on flcsp.org
 See Document #3, for documentation required by
phase.
 If a document is rejected, fix it and update it.

Make sure your obligations to the district are
fulfilled.

Flcsp.org home page
If you haven’t been to
this site and used it,
contact your specialist
immediately after today’s
session.
Home Page
Update contact information
Documents-
Supporting Documents
Resources
Budgets- Do not touch this!
Ticketing- The BEST way to
communicate with your specialist!
Reports
Implementation timeline screen
Document upload
and tracking



To upload click on document
name, choose your file and
click upload.
Upload documents as a
single file.
No document size should
exceed 30 mb.


File too big? Use the
directions on handout #7
If we reject your document
our comments will show
under the feedback section.
You will need to upload a
new file with requested
revisions.
CSP GRANT
TRAINING
Part 2
Budgeting and requesting your next grant phase.
Participant Packets
1.
2.
3.
4.
5.
6.
7.

CSP Grant Paperwork Checklist
Allowable Cost Sheet
Code Sheet
Flow Chart
Inventory Sample
Itemized Expenditure Report Sample
How to reduce file size
Resource Sheet for Charter Schools
Tracking Sheet- How we know you were here!
How can I spend the money?



Project funds must be used for activities that directly
support the accomplishment of the project purpose,
priorities and expected outcomes.
All expenditures must be consistent with applicable state
and federal laws, regulations and guidance.
Call your grant specialist if you are not sure if an
expense is allowable when you are creating a new
budget or budget amendment
Handout 4 List of Allowable Expenses Sheet
Do you need to do a budget amendment?
Approved budgets show allowable line items with function/object codes,
descriptions, and estimated costs.
Actual costs may vary within reason if unit cost estimates were too low/too high*
Budget amendments are required when:
1.
Line item description is not on the approved budget
2.
3.
4.
5.
6.
School wants to purchase additional units of any approved capital outlays
Function/object code associated with new line item is not on approved
budget
Reallocate funds between approved line items to new line items.
District requests you to submit an amendment when actual costs vary
significantly from budgeted*
District requests you to submit an amendment when their grant/budgeting
systems do not allow actual expenditures to exceed budgeted* amount
Look at Form #8- the Itemized Expenditure Report.
How to calculate indirect costs
Indirect costs are only assessed against the funds
remaining after the school subtracts all capital
outlays (600 series object codes) from the total
award amount.
Increases in Capital Outlays DECREASE Indirect Costs. Decreases in Capital
Outlays INCREASE Indirect Costs.
If you amend your budget you may need to recalculate indirect costs.
Include Indirect Costs in your budget if you signed Attachment K.
Indirect Cost Calculation Example.

Six step-process to calculate indirect cost (School completed Attachment K)
1.
Start with total grant award amount = A
2.
Sum together all capital outlays (Line items with 600 series object codes) = B
3.
Subtract Capital Outlays (B) from Total Award (A) = C
4.
Divide result C by 100 plus I/C rate = D (format as a percent)
5.
Rewrite result from Step 4 as a ‘number’ = E
6.
Subtract result E from result C= F (Total I/C for grant award)
Example Matching Worksheet:
A.
Grant Award Amount =
B.
Total Capital Outlays =
C.
Result C (Non-Capital) =
D.
Result D (Result C/100+IC) =
E.
Result E (D as a ‘number’)=
F.
Result F ( C minus D) =
$175,000.00
$133,545.00
$41,455.00
36,669.86%
$36,669.86
$ 1,785.14
A quick note on completing budgets


Use the correct forms- Only new Implementation 1 requests need a 101s, use a 151 for
Implementation 2 and amending your budget.
Make sure to include detail
o Location of items, cost per item times number of items. The number of items you are allowed may be reduced
due to enrollment numbers.



Check your math. Across AND down.
Know your allowable expenses (Form ##) If you have a special circumstance, contact your
specialist.
Function and object codes must reflect the red book found here:
http://www.fldoe.org/fefp/pdf/red4.pdf

Or you can use our cheat sheet (Form 3)
Always send the Grant Specialist a MS Word or Excel copy.
We can make small fixes for you.
 The correct DOE 150 has 2 signature spots.




Charter Head is the Governing Board Chair
Agency Head is the District Superintendant
Both signatures must clearly be original signatures.

Use colored ball point pens that leave an impression.
About the DOE 150….

Download the most recent forms from our website.



http://www.floridaschoolchoice.org/information/charter_schoo
ls/charter_general_Info_and_forms.asp
Is the most recent commissioner’s name at the bottom of
the form? (Hint, that’s Pam Stewart)
Does it have two signature spots?
Charter head is signed by Governing board chair/president
 Agency head is signed by your sponsor’s head, usually district
Superintendant.
 About those signatures… Pens matter!


Color and indentions are indicators of
original signatures.

Please use Blue ball-point pens to sign.
If your DOE 150’s do not have clearly original signatures, they will not be approved!
Questions regarding the budget?
Break time!
See You In 10 Minutes
Get ready to get moving!
WELCOME BACK!
Hope you’re feeling refreshed!
CSP GRANT
TRAINING
Part 2
Award Letter Relay
Break into Teams
Tracking Sheet
1.
2.
Write your teammates’ names on your tracking sheet.
Take your tracking sheet with you to each station.
Teamwork counts—walk through all stations as a team.
Charter Head
Sign Here!
Game Goal
Move through the award letter approval process with as few
delays as possible.
• Use the Tracking Sheet to acquire approvals from each
department listed on it in numerical order.
• The Team with the shortest processing time Wins!
Take a look at Form 6. this is the ideal path!
Five Signatures/Approvals
1.
2.
3.
4.
5.
Charter Head Signature
District Superintendent
Grants Management Office
Charter School Grants Office
Bureau Chief’s Office
Collect a Card at Each Department


The cards will tell you where to go and what to do.
Get a signature from each Department.
Department Cards
Beware of Penalties or Delays
Questions regarding the Game?
The Relay Begins

First 5 teams please rise.
FINISHED!
Was any team unable to finish?
Game Over
You have submitted paperwork after
your grant expired.
Your Grant has ended.
Go to the Bureau Chief’s office and
turn in your tracking sheet.
Not even the Governor can save you
now.
What Delays did
you face?
How many of these do you have on your cards?
You can’t miss every challenge, but these are
places that better management of the grant and
timelines would have saved time and money!
The Moral of the Game





Send in your paperwork early, not at the last possible moment!
Begin your budget amendments at least 4 months before your project/budget
period ends.
If you have <2 months remaining in your project award period, send the dual signed DOE 150/DOE 151 forms to the Office of Grants Management RIGHT
AWAY.
Do not encumber funds before you get an approved award letter.
Work with your Grant Specialist.
Questions?
Congratulations!!!
The Team that completed the
task in the shortest amount of
time is?
Your Prize – Project Award Notification
Yep, because it’s all for the money!
While we’re here….

Remember that purchases for each phase MUST be made
within the timelines on your grant.
Purchases made before/after your grant cycle ends will be
disallowed.
 If your award letter gives you an end date before the end of
your total allowable time, we will send you a no-cost extension.
 If you have questions about your beginning/ending dates, call
your specialist.

How to find your timeline for the grant
What does your future hold?
Fame and Fortune
(Fame, not Notoriety, please.)
 Site Monitoring Visits
 Increased functionality for
flcsp.org
 You will work frequently with a
dark haired LESS THAN
mysterious person...
 Don’t forget, your destiny is in
your hands!

Site Monitoring Visits- Spring 2014

50/50 chance you will see us



1-2 weeks notice, along with draft monitoring rubric. (Form##)
Who should be there:



Greater odds for Co-located schools and schools missing
documentation and reports.
Principal and those involved with school decision making, including
board members and management company staff
District personnel welcome.
What to have ready:

Documentation showing school complies with approved policies





Lottery/Admission
Procurement
Inventory
Segregation of Financial Duties
Detailed Board minutes
What should be on board minutes?
Lottery/Admissions


Policy should be on hand, and match flcsp.org
approved policies.
Be prepared to provide the following:
 Completed
student applications
 Results from lottery with exemptions clearly noted
 Documentation of advertised registration dates
Procurement Policy



Policy should be on hand, and match flcsp.org
approved policies.
Purchases should match budgeted items.
Be prepared to provide the following:
Vendor Purchase Orders, Invoices, Payments
 Market Analysis for purchases >$500

1.
2.
Includes 3 potential vendors with printed justification
Includes written notation explaining vendor selection
List of District/State approved vendors (if used).
 Multiple approval process for purchases over $750.00 on
purchase orders OR checks.

Inventory


Policy should be on hand, and match flcsp.org approved policies.
CSP-funded purchases can ONLY be used by students attending the
grant recipient school.


Not daycare, Sunday School, before/after school programs, Pre-K, Adult
Ed, etc.
A quick inventory will be observed while touring the school. Have all
capital outlay (items with 600 series object codes) purchases labeled
and inventoried.
Property of:
[Insert School District Name]
[Insert Grant Recipient School Name]
Item # 3067 [shows ID number matching to inventory report]
Purchased with Federal CSP Grant Funds

Be prepared to provide the following:
Inventory Report with Item #, Item description, Funding Source (CSP), Acquisition Date,
Cost, Location/Room #, Condition, and Disposition Date.
What Else?





Marketing- Are you doing it? CSP funds may be used.
Signage- Do you clearly identify the school as a “TuitionFree Public Charter School?
Clear Separation of religious spaces from schools.
Discussion of segregation of financial duties.
Board minutes:
Approval of ALL policies by type/name (ex. “Inventory Policy”)
 Financial statements reviewed and mentioned by month/year,
and sample statements.
 Budget and enrollment discussions.
 Review/approval of major financial transactions and vendors.

Co-Located schools
Be prepared to submit documentation to verify that all
schools operate as separate and equal schools.
Lottery- Each co-located grant recipient school conducts its
own admissions and lottery. Exemptions do NOT extend
across co-located schools. School can demonstrate that a
significant number of applicants most recently attended
other schools not at the same location.
 Marketing- Advertising is grant-recipient school specific and
the website, signage, etc. clearly identify each of the colocated schools.
 Inventory- Can not be shared between schools!
 Clear separation of space. Any CSP-grant funded
purchases must be placed in areas only used by the grantrecipient school students.
 Grant recipient school has its own instructional leadership.

Future Training

*No, this is not my cat, or my house*
January 15- Webex Tutorial for flcsp.org
•Call your specialist with any concerns or questions you may have.
•Enjoy the rest of the conference!
THE CHARTER GRANTS OFFICE
THANKS YOU FOR PARTICIPATING
Enjoy the rest of the conference!