Common Terms

 

Application

Application FAQ’s

Application – A grant application is the applicant’s request for grant funds. The source of these funds may be either state or federal. Applications for grant funding must be submitted, in accordance with program office requirements, to the ADE via the Internet unless notified otherwise.

Application Distribution - The process by which grant application forms are distributed to potential applicants. Hardcopy forms will be distributed to predetermined eligible entities when the application is not available online.Application Deadline/Due Date – Discretionary/Competitive grants must be received by the ADE by the date and time specified on the Fund Alert and/or application notification. Entitlement/Formula grants may be available after the posted deadline. Click the contact link above to determine the appropriate program office contact person in order to verify if an application is available for submittal after the deadline.

Application Approval/Final Approval -The point at which the grant application is reviewed, by the associate superintendent, for propriety of expenditures and concurrence with ADE goals and objectives and subsequently approved. If satisfied, the associate superintendent returns the signed and approved grant application to the Program Office.

Capital Outlay Justification Page – The page requiring the detailing and justification of intended capital outlay expenditures.

Discretionary/Competitive grant – A competitive grant award not based on a formula or legislative mandate and which requires approval of the State Board of Education. Distribution of these funds is based upon the criteria of the grant where ADE acts as the administering agent and has responsibility for the final disposition of such funds.

Final Approval – The point at which the grant application/amendment is reviewed, by the associate superintendent, for propriety of expenditures and concurrence with ADE goals and objectives and subsequently approved. If satisfied, the associate superintendent returns the signed and approved grant application/amendment to the Program Office. Approval notification is typically sent to the subrecipient via email (if available) or U. S. postal service.

Indirect Cost – Those expenses that incur for the joint benefit of more than one project and cannot be readily and specifically identified with a particular project without effort disproportionate to the results achieved. Indirect Cost can ONLY be applied to federally funded projects, however, may be restricted or disallowed on some federal grants. The maximum amount payable is calculated by multiplying the Approved Restricted Rate times the Actual Subtotal Expenditures,, unless more stringent grant limits exist.

Interest Earned – The amount of money earned as a result of a current project’s funds having been placed into an interest bearing account. Disposition of interest earned varies by grant. Please click on the link to download and print a copy of the multi-year Fund Carryover Matrix in pdf format. Interest in excess of $100 earned from federal funds must be returned to the ADE on a quarterly basis. If there is interest remaining at the end of the project period, you will be directed by the Program Area as to the disposition of that amount at the time the Completion Report is approved.

Other – Any funds other than those awarded/approved as a part of a particular grant/project. Please note that all “Other” funds must be described in the space provided. Examples: Prior year(s) interest and/or budget balance not amended or returned; refunds from prior year(s) for outdated warrants, returned goods, etc.

Over-expenditure – An expenditure on all approved budget line items except indirect cost that exceeds the 10% or $1000 allowable.

Payment Schedules for Federal projects – In the online application process for federal projects applicants will be asked only what their immediate 30 day needs are (Encumbrances). Thereafter, the payment schedule will be driven by monthly cash management reports. See Cash Management for further description.

Program Review/Approval – The process by which the ADE Program Office reviews, negotiates, rejects or approves and/or forwards the grant application/amendment to the associate superintendent for final approval. In order to approve any grant application/amendment, the Program Office reviews it for completeness and compliance with business rule and grant criteria. This criterion consists of but is not limited to confirming and reviewing budget and program specific information.

Programmatic Narrative – Supplemental documentation required for a specific grant. This may be in the form of programmatic questions that are part of the online application, but may also be downloadable narratives to be emailed as attachments or mailed directly to the appropriate program office. A grant application is not considered complete unless the budgetary and programmatic narrative, if required, has been received.

Reimbursement (completion report) - This is the amount of money indicated in a completion report when the project has not received the full disbursement but the report indicates that valid/allowable expenditures were made. Upon program office approval if there is a negative cash on hand and the full allocation has not been released, funds will then be released up to the amount remaining or to bring the balance to zero, whichever is less.

Total Budgeted Funds – The amount of money that equals all of the budgeted line items, i.e. the Project Total.

Unauthorized Expenditure – An expenditure on a line item with a zero budget.

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Amendments

Cash Management FAQ’s

Amendment – A change to an approved grant/project which can be fiscal, programmatic, or both. Amendments can be submitted anytime after a grant/project has been approved, but no later than 90 days prior to the project end date. Amendments must be submitted to the ADE via the Internet. See terms below.

Amendment Deadline – Amendments must be submitted to the ADE via the Internet no later than 90 days prior to the project end date.Fiscal Amendment – A project request that alters line item allocations or budgetary changes which may include the addition of carryover monies. Fiscal amendments must be submitted to the ADE via the Internet no later than 90 days prior to the project end date. Please click on the link to download and print a copy of the multi-year Fund Carryover Matrix in pdf format.

Programmatic Amendment – A request to change a project that alters the description of a line item, (i.e., change of duties, type of contractual services, project-end date). Amendments must be submitted to the ADE via the Internet no later than 90 days prior to the project end date.

Carryover Funds – Funds remaining from a previous year’s allocation, that, if the program allows, may be amended into the current year project’s budget. The project into which funds are amended must be appropriate, for the same purpose, and approved by the ADE program office administering the grant. Please click on the link to download and print a copy of the multi-year Fund Carryover Matrix in pdf format. Carryover FAQ’s

Program Review/Approval – The process by which the ADE Program Office reviews, negotiates, rejects or approves and/or forwards the grant application/amendment to the associate superintendent for final approval. In order to approve any grant application/amendment, the Program Office reviews it for completeness and compliance with business rule and grant criteria. This criteria consists of but is not limited to confirming and reviewing budget and program specific information.

Final Approval – The point at which the grant application/amendment is reviewed, by the associate superintendent, for propriety of expenditures and concurrence with ADE goals and objectives and subsequently approved. If satisfied, the associate superintendent returns the signed and approved grant application/amendment to the Program Office. Approval notification is typically sent to the subrecipient via email (if available) or U. S. postal service.

Programmatic Hold – The program office has placed a hold on this project. Visit the Contacts link to determine the appropriate program office contact person for further information.

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Completion Report

Completion Report FAQ’s

Completion Report – A fiscal report accounting of actual expenditures associated with a project. The subrecipient must submit a completion report electronically to ADE within 90 days after the end of the project end date to be considered compliant and allow current year grant/project funding to continue to flow. There is no grace period.

Budget Balance – The project total minus project expenditures.

Cash on Hand – The amount of money that remains in the project account after the project ends, after all expenditures have been made. This does NOT include any interest earned on funds from monies deposited to this grant account. These funds (where permissible and approved by the ADE Program Office) may be considered as carryover funds to be amended into the next year’s project. Please click on the link to download and print a copy of the multi-year Fund Carryover Matrix in pdf format.

Completion Report – A fiscal report accounting of actual expenditures associated with a project. The subrecipient must submit a completion report electronically to ADE within 90 days after the end of the project end date to be considered compliant and allow current year grant/project funding to continue to flow. There is no grace period.

Current Fiscal Year ADE Disbursement – The total amount of money disbursed to the subrecipient by ADE for a specific grant/project.

Fiscal Override Request – A fiscal request to approve the expenditure of funds used for unbudgeted expenditures or where expenditures exceeded an approved budgeted line item. This request must be submitted with the Completion Report. If the request is denied, funds must be transferred from local funds to the appropriate federal or state program to cover these expenses.

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Forms

General Statement of Assurance (GSA) – A contract between the subrecipient and ADE guaranteeing accountability to the United States and the State of Arizona that the subrecipient will follow all requirements listed therein. GSAs must be submitted annually and signed by individuals with authority to sign for the entity they represent. Download and print a copy of this form in pdf format. See Username, Password, and Common Logon.

W-9 – A Federal form used to provide an entity’s TIN (Tax Identification Number) to another entity. The ADE requires this form in order to pay subrecipients. Click this link to download and print a copy of the W-9, then return the signed copy to the grants Management office at 1535 West Jefferson, Bin 3, Phoenix, Arizona 85007. If the entity is a charter school, the name on the W-9 must match the charter contract name.

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Grant Types

College grants – The Arizona Department (with few possible exceptions) does not provide loans or grants to individuals desiring to attend an Institution of Higher Learning (colleges, universities, etc.). The Grants Management Office facilitates the provision of State and Federal grant assistance to subrecipient s only (Local Educational Agencies such as districts and charter schools). Therefore, please contact the financial aid administrator at your college or university, or the U.S Department of Education online at www.ed.gov.

Entitlement/Formula grant – A grant based on state or federal mandate, or a formula where ADE does not have discretion and merely acts as a conduit. ADE does have responsibility for the final distribution of such funds. Such grants do not require state Board of Education approval.

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General Statement of Assurance

General Statement of Assurance (GSA) – A contract between the subrecipient and ADE guaranteeing accountability to the United States and the State of Arizona that the subrecipient will follow all requirements listed therein. GSAs must be submitted annually and signed by individuals with authority to sign for the entity they represent. Download and print a copy of this form in pdf format. See Username, Password, and Common Logon

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Technology Terms

Browser – A program which resides on your computer. It allows you to navigate and read information on the World Wide Web. May be called an Internet browser or Web browser. (Examples: Internet Explorer, Netscape)

Common Logon – A web page that allows subrecipients to have access to one or more ADE online processes through the use of a username and password.

Crawler – Also known as a Web crawler or a search engine. A program that searches for, locates, and categorizes information on the Web.

Database – A computer file that contains information. The file can be searched or queried to provide a specific piece of information or sums of information that may be produced in an organized report.

Download (d/l) – The process of transferring information from one computer “down” to another computer. Information can also be downloaded from the Internet to a personal computer. A file or document can also be downloaded from one computer to a disk.

Home Page – The main, usually the first, Web page for an organization or individual. It links visitors to other pages at the web site.

Hyperlink – A method of linking a specific word, phrase, picture or button in a document to other related documents or additional information. The process is accomplished by clicking on a hyperlink in the original document. (Buttons and pictures may have accompanying instructions). Netscape or MAC users may not see color or underline identifiers but can instead identify a hyperlink by placing the cursor over items on the page.

Hypertext – A word or phrase that will link the user to a related document, or additional information. On the computer screen, hypertext words or phrases are normally identified by underlining and/or a contrasting color. (Buttons and pictures may have accompanying instructions). Netscape or MAC users may not see color or underline identifiers but can instead identify a hyperlink by placing the cursor over items on the page.

Information Superhighway – Another name for the Internet.

Internet – The Internet is a huge computer network comprised of many computer networks located worldwide.

ISP – Internet Service Provider. An organization, that provides Internet access to subscribing customers. Well known ISP’s are AOL (America on Line) and CompuServe. Currently, many companies are becoming ISP’s, such as APS (Arizona Public Service) and COX Communications.

LAN – Local Area Network. A computer network within a limited area. Most LAN’s are in the same office or building.

Login or Logon – A username and/or password entered to gain access to a computer system. It can also mean accessing a computer system online. For example, clicking on a Web browser will log a user on the Internet. See Common Logon.

MAC – Macintosh computer.

Modem – A device that connects a computer to a phone line, allowing the computer to communicate to other computers.

Network – Two or more computers connected to share resources. Those resources may include information or peripheral resources such as a printer. A network may be a LAN (Local Area Network) or WAN (Wide Area Network). The Internet is a huge network.

Offline – A computer that is not connected to a network. It may be offline because the network is “down” or the computer may simply be functioning in a “stand-alone” mode.

Online – A computer connected to a network. Often refers to a computer that is connected to the Internet.

Password – A personal identification number (PIN)/security code issued to authorized users to gain access to a computer system. For grants Management purposes, (usernames and) passwords are assigned by the ADE Support Center and are issued in conjunction with the receipt of a current General Statement of Assurance (GSA), to those individuals authorized to sign for the entity they represent. See General Statement of Assurance (GSA), Username, and Common Logon.

PC/Personal Computer – IBM or compatible computer.

Query – A question posed of, or search performed against, a database. Query results may vary from a single piece of information to sums of information that may be organized in a list or an informational report.

Search Engine – Also known as a crawler or Web crawler. A program that searches for, locates, and, categorizes information on the Web.

Server – A computer that “serves” other computers by providing file-sharing, routing of information, or delivery of messages.

Upload – The process of transferring information from a local computer “up” to server or host computer.

URL – Universal Resource Locator. The URL is the Web site address, the location of the Internet resource.

Username – Online system designation of authorized user. For grants Management purposes it is a form of user’s actual name and frequently referred to as user ID. The username is issued in conjunction with the password upon receipt of a current General Statement of Assurance (GSA). See general Statement of Assurance (gSA), Password, and Common Logon.

WAN – Wide Area Network. A computer network not limited to a single building or campus. It is private, connected via phone lines or cable, and normally dedicated to a specific enterprise. While the Internet is not limited in size or scope it is not private and therefore not a WAN. Anyone with a browser and an ISP can access the Internet.

Windows – A popular, personal computer operating system, using graphics instead of arcane computer language. Users point their mouse on an icon and click to link to a program or application.

Web Page – The display point of information at the Web site. Web pages are the foundation of the World Wide Web, linked together they form the “Web”.

Web Site – A location or address on the World Wide Web. (EXAMPLE: The ADE Web site is http://www.azed.gov.)

World Wide Web or “Web” – The “Web” is the body of information accessed via the Internet. The Internet is a huge computer network comprised of many computer networks linked together and located worldwide. See Server

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Other Reports

AFR/Annual Financial Report – A report that presents the district’s beginning and ending fund balances, revenues and expenditures, and budget to actual comparisons of revenues and expenditures for the fiscal year. The information allows district governing boards, administrators, ADE, legislators, other governmental Agencies, and taxpayers to determine whether districts are meeting their stewardship responsibilities.

Indirect Cost Rate – The indirect cost rate is calculated from a school district’s/charter holder’s AFR and approved by the Audit Resolution Unit (ARU). ARU automatically calculates indirect cost rates. Entities other than school districts/charter holders are required to submit a copy of their A-87 Cost Allocation Plan (Negotiated Rate Agreement Form) with their application prior to submittal if indirect cost will be requested. An indirect cost rate is in effect at the project starting date and is to be used for the entire project period.Indirect cost rates are calculated for Education Service Agencies (ESA) or County School Superintendent Office’s based on submitted worksheets to ARU.

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