Communications


Published: June 18th, 2019

Reimbursement Requests and Fiscal Year End Reminder

For Your Information

Intended Audience

  • LEA Business Manager
  • LEA Authorized Representative

The fiscal year end is fast approaching and Grants Management wants to remind you to draw down your funds on a regular basis.  In preparation of the close of fiscal year 2019, all reimbursements must be submitted and approved by end of day on June 19, 2019Please remember these key points:

  • For reverting state grants, approval of the FY2019 Completion Report will not generate a final payment and carryover is not allowed
  • FY 2019 Grants with a project end date after June 30, Reimbursement Requests will re-open on July 1
  • Approved FY 2020 Grants can begin to draw down funding after July 1

Reimbursement requests of:

  • 10% or greater of the total allocation require a justification comment in the History Log.
  • 20% or greater of the total allocation require a justification comment in the History Log along with expenditure documentation uploaded to the Related Documents section of your Reimbursement Request.

 

Training for Reimbursement Requests (and other GME-related topics) is held regularly. Please see the GME Home page for dates and other training information.

For direct assistance with Reimbursement Requests, (including additional information on acceptable Expenditure Summary documentation), please contact Grants Management at 602.542.3901, Option 2 or via email at [email protected]

Posted in Communications |
Published: June 11th, 2019

Substantial Approval Process Update as of Fiscal Year 2020

FY20 Substantial Approval Process

( X ) For Your Information

 

TO:

  • LEA Authorized Representative
  • LEA Business Manager
  • LEA Entity Authorized Signer

 

The substantial approval process has been updated beginning fiscal year 2020. Here is some vital information concerning obligations and reimbursement.

To obtain the substantial approval for FY20 federal grants the following minimum requirements need to be met by grant:

  • A General Statement of Assurance (GSA) must be submitted and accepted by ADE
  • All grant-specific assurances in the funding application have been accepted
  • Contains a viable budget

 

Program areas may impose additional requirements (e.g. Maintenance of Effort for IDEA grants) which can be clarified by your program specialist. Please keep in mind that the substantial approval is needed before you may begin obligating funds.

For reimbursement purposes, the SEA Director Approval is still required on a funding application.

For direct assistance with funding application processes (including substantial approval information) please contact your respective program area.

Posted in Communications |
Published: May 14th, 2019

Uniform Grant Guidance and Edgar Workshop, August 1, 2019 (Updated Registration Link and Close Date)

Brustein & Manasevit, PLLC Attorneys at Law and the Arizona Department of Education present the Uniform Grant Guidance and Edgar Workshop for Programmatic and Business Administrators in LEAs/Charters. 

New to navigating the Uniform Grant Guidance (UGG) and the Education Department General Administrative Regulations (EDGAR) rules? Interested in receiving the latest federal financial, regulatory and legislative developments? The Arizona Department of Education has asked Michael Brustein and Bonnie Graham of the Washington D.C. law firm, Brustein & Manasevit, PLLC, to lead a workshop that will highlight requirements under these regulations, as well as recent U.S. Department of Education interpretations and policies.

WORKSHOP TOPICS INCLUDE:

  • Time and Effort Certifications
  • Indirect Cost Reimbursement
  • Timely Obligation of Funds and Carryover
  • Financial Management Rules
  • Program Income
  • Record Retention
  • Property/Equipment/Supplies Inventory Controls
  • Procurement
  • Monitoring
  • Conflicts
  • Travel Policies
  • Allowable Costs

All recipients of federal grant dollars (e.g. ESSA, IDEA, AEFLA, Perkins, and School Nutrition) must comply with these rules to avoid audit exposure and to be eligible for available flexibility.

REGISTRATION INFORMATION:

Location: Downtown Phoenix (venue to be determined)

Registration Close Date: Thursday, July 25, 2019

Workshop:  Thursday, August 1, 2019

10:00am – 3:30pm (lunch on your own)

Cost:  $185, including a copy of EDGAR, recently updated with new federal guidance

*This cost is allocable to the federal grants your district or charter receives

Register through Brustein & Manasevit, PLLC:

Posted in Communications |
Published: May 8th, 2019

Reimbursement Requests and Fiscal Year End Reminder

(X) For Your Information

Intended Audience

  • LEA Business Manager
  • LEA Authorized Representative

The fiscal year end is fast approaching and Grants Management wants to remind you to draw down your funds on a regular basis.  In preparation of the close of fiscal year 2019, all reimbursements must be submitted and approved by end of day on June 19, 2019Please remember these key points:

  • For reverting state grants, approval of the FY2019 Completion Report will not generate a final payment and carryover is not allowed
  • FY 2019 Grants with a project end date after June 30, Reimbursement Requests will re-open on July 1
  • Approved FY 2020 Grants can begin to draw down funding after July 1

Reimbursement requests of:

  • 10% or greater of the total allocation require a justification comment in the History Log.
  • 20% or greater of the total allocation require a justification comment in the History Log along with expenditure documentation uploaded to the Related Documents section of your Reimbursement Request.

 

Training for Reimbursement Requests (and other GME-related topics) is held regularly. Please see the GME Home page for dates and other training information.

For direct assistance with Reimbursement Requests, (including additional information on acceptable Expenditure Summary documentation), please contact Grants Management at 602.542.3901, Option 2 or via email at [email protected]

Posted in Communications |
Published: April 22nd, 2019

Self Assessment and GSA due 5/15/2019

Action Required

Intended Audience

  • LEA Business Manager
  • LEA Entity Authorized Signer
  • LEA GSA Update
  • LEA Self Assessment Update

Good afternoon,

Grants Management would like to remind you that submittal of the Self-Assessment is due by May 15, 2019. Additionally, the General Statement of Assurance (GSA) needs to be accepted by ADE by May 15, 2019. Please ensure early submittal (status LEA General Statement of Assurances Signed) to allow for review, necessary edits and acceptance of the GSA. The FY20 GSA must be accepted to ensure there is no impact to 2020 funding. Please keep in mind that a current SAM.gov Core Data page needs to be attached to the GSA and the information from it must be accurately reflected in the GSA.

IMPORTANT NOTE: If you have completed your FY20 Self Assessment and your FY20 GSA has been accepted, no further action is needed for these items. Training on Self Assessment and GSA (and other GME-related topics) is held regularly. Please see the GME Home page for dates and GME’s Grants Management Resource Library > GME User Resources/Training for other training information.

For direct assistance with GSA, please contact Grants Management at 602.542.3901, Option 1 or via email at [email protected].

Posted in Communications |
Published: April 22nd, 2019

Funding Applications due 5/1/2019

Action Required

Intended Audience

  • LEA Business Manager
  • LEA Authorized Representative
  • LEA Entity Authorized Signer

Grants Management would like to remind you that Funding Applications are due for submittal by May 1, 2019 (unless otherwise specified by the individual Program Area). Please ensure early submittal to allow for review and/or any edits necessary prior to final approval of the Funding Applications. The FY20 Funding Applications’ substantial approval date should be July 1, 2019 to ensure you can start drawing down the funds as of July 1, 2019.

IMPORTANT NOTE: Training on Funding Applications (and other GME-related topics) is held regularly. Please see the GME Home page for dates and GME’s Grants Management Resource Library > GME User Resources/Training for other training information.

For direct assistance with specific Funding Applications, please contact your individual Program Areas. For general GME-related assistance, please contact Grants Management at 602.542.3901 or via email at [email protected].

Posted in Communications |
Published: April 16th, 2019

Reimbursement Requests and Fiscal Year End Reminder

For Your Information

Intended Audience

  • LEA Business Manager

The fiscal year end is fast approaching and Grants Management wants to remind you to draw down your funds on a regular basis.  In preparation of the close of fiscal year 2019, all reimbursements must be submitted and approved by June 19, 2019Please remember these key points:

  • For reverting state grants, approval of the FY2019 Completion Report will not generate a final payment and carryover is not allowed
  • FY 2019 Grants with a project end date after June 30, Reimbursement Requests will re-open on July 1
  • Approved FY 2020 Grants can begin to draw down funding after July 1

Reimbursement requests of:

  • 10% or greater of the total allocation require a justification comment in the History Log.
  • 20% or greater of the total allocation require a justification comment in the History Log along with expenditure documentation uploaded to the Related Documents section of your Reimbursement Request.

 

Training for Reimbursement Requests (and other GME-related topics) is held regularly. Please see the GME Home page for dates and other training information.

For direct assistance with Reimbursement Requests, (including additional information on acceptable Expenditure Summary documentation), please contact Grants Management at 602.542.3901, Option 2 or via email at [email protected]

Posted in Communications |
Published: April 11th, 2019

Uniform Grant Guidance and Edgar Workshop, August 1, 2019

Brustein & Manasevit, PLLC Attorneys at Law and the Arizona Department of Education present the Uniform Grant Guidance and Edgar Workshop for Programmatic and Business Administrators in LEAs/Charters. 

New to navigating the Uniform Grant Guidance (UGG) and the Education Department General Administrative Regulations (EDGAR) rules? Interested in receiving the latest federal financial, regulatory and legislative developments? The Arizona Department of Education has asked Michael Brustein and Bonnie Graham of the Washington D.C. law firm, Brustein & Manasevit, PLLC, to lead a workshop that will highlight requirements under these regulations, as well as recent U.S. Department of Education interpretations and policies.

WORKSHOP TOPICS INCLUDE:

  • Time and Effort Certifications
  • Indirect Cost Reimbursement
  • Timely Obligation of Funds and Carryover
  • Financial Management Rules
  • Program Income
  • Record Retention
  • Property/Equipment/Supplies Inventory Controls
  • Procurement
  • Monitoring
  • Conflicts
  • Travel Policies
  • Allowable Costs

All recipients of federal grant dollars (e.g. ESSA, IDEA, AEFLA, Perkins, and School Nutrition) must comply with these rules to avoid audit exposure and to be eligible for available flexibility. 

REGISTRATION INFORMATION:

Location: Downtown Phoenix (venue to be determined)

Workshop:  Thursday, August 1, 2019

10:00am – 3:30pm (lunch on your own)

Cost:  $185, including a copy of EDGAR, recently updated with new federal guidance

*This cost is allocable to the federal grants your district or charter receives

Register through Brustein & Manasevit, PLLC:

Grants Management Communication Team

[email protected]

602.542.3901

Posted in Communications |
Published: April 9th, 2019

Fiscal Year 19 Quarter 3

Fiscal Year 19 Quarter 3

With the 3rd quarter of fiscal year 2019 having just ended, we are all catching our breath as we step into the 4th quarter.  For the Grants Management team, the 3rd quarter was packed with activity to the very last minute, and we suspect it was the same for you!

As part of the previous quarter wrap-up and to prepare for the final stretch of the year, we invite you to enjoy the 3rd quarter newsletter.  You asked for (and we are happy to provide) an overview of what to expect in GME over the course of a full year, starting with the beginning of the fiscal year in July.  Also in response to your questions, you will find a deeper exploration of the Risk Assessment in the Grants Management Enterprise (GME) system.

Included in this newsletter you’ll also find our regular features:

  • “The Grants Management Puzzle” – this month we bring you a word search!
  • “Welcome Aboard” – which introduces you to our newest team members
  • “News You Can Use” – providing timely info from each of our Grants Management Tech and Training, Grants Processing and Fiscal Monitoring teams
  • “Since you Asked….” – featuring a question we received from one of our GME users during the quarter
  • “Quarterly Super H.E.R.O.E.S.” – in which we give a shout out to two of our Grants Management team members recognized for their outstanding service
  • “Upcoming Training” – which provides information on all webinars, live training sessions and other special training opportunities.  This month we are pleased to provide information for a very special Uniform Grant Guidance and Edgar workshop – see Page 5 for more info!

We hope you enjoy the content as we welcome all feedback, questions, and topic suggestions and ask that they be sent to our email: [email protected].

 

Grants Management Communication Team

[email protected]

602.542.3901

Posted in Communications |