ADEConnect - is a new identity management system (IMS) that is used to manage secure single sign on (SSO) access to ADE’s computer, email and internet systems. ADEConnect helps school districts and charter schools gain access to Arizona Department of Education (ADE) systems such as Student Accountability Information System (SAIS), longitudinal dashboards and others. See ADEConnect Portal Sign on.
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 Amendments Amendment 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. See Applications
Budget Balance – The project total minus project expenditures.
Board – The term “Board” usually refers to the State Board of Education. In some circumstances the term “Board” may refer to the Charter School Board or Local School Board.
Budget Description Page – The page detailing itemized costs and the rationale for each of the budgeted line item expenditure.
Budget Report Page – The page specifically identifying the intended expenditure of grants funds by function and object code.
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
CFDA – Catalog of Federal Domestic Assistance.
Chart of Accounts – Section III-E-2.1 through III-E-3.9 of the USFR (or USFRCS if a charter school) that is determined by the OAG and ADE for use in detailing function and object codes in a grant application. The Chart of Accounts Matrix can also be used as a guide, with final responsibility for coding resting with the applicant/subrecipient. Contact the appropriate program area administering the grant for further information.
Common Logon – A web page that allows subrecipients to have access to one or more ADE online applications through the use of a username and password.
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. See Completion Report
CTDS (County, Type, District, Site) is an acronym for County Type District School. It is a number that is 9-digits long and is used to identify a school, district or charter holder (the subrecipient).
Disbursement – Payments made by ADE to the subrecipient for a grant/project. They are also known as Disbursed Warrants.
Discretionary – 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. They are also known as Competitive Grants. See Applications
Fund Alert/Fund Profile – The process by which potential applicants are notified of available education grants. Fund Alert information is published on the ADE grants Management web pages. It is disseminated via public notices to those entities without Internet access. This information is available to anyone with Internet access. See Applications
FY – an acronym for Fiscal Year. The United States federal government’s fiscal year is the 12-month period beginning on October 1 and ending on September 30 of the next calendar year. In Arizona, state and local government’s fiscal year is the 12-month period beginning on July 1 and ending on June 30 of the next calendar year.
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. GSA FAQ’s
Identity Management System (IMS) - a system that is used to manage secure single sign on (SSO) access to ADE’s computer, email and internet systems such as ADEConnect. ADEConnect helps school districts and charter schools gain access to Arizona Department of Education (ADE) systems such as Student Accountability Information System (SAIS), longitudinal dashboards, grants management and others.
Indirect Costs – Expenses that are incurred 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. See Cash Management for further description. Indirect Cost FAQ’s
Indirect Cost Rate – An indirect cost rate is calculated from a school district’s/charter holder’s AFR and approved by ADE. ADE 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. See AFR/Annual Financial Report.
Indirect cost rates are calculated for Education Service Agencies (ESA) or County School Superintendent Office’s based on submitted worksheets to ARU.
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. See Cash Management for further description. Interest FAQ’s
LEA – Local Education Agency (school districts and charter schools). Grants Management uses this term to also refer to other entities eligible for and/or receiving grant funding administered through ADE.
Negative Cash Balance– This occurs when expenditures are greater than the project’s cash balance. Any negative cash balance on a federal project should be entered in the Cash Balance box in a cash management report. This amount is reimbursable during the next payment cycle, as long as the project does not have any holds placed on it. See Cash Management
Non-Compliance/Non-Compliant – The subrecipient reports excess cash. Meaning the adjusted cash balance is greater than zero. See Cash Management
Over-expenditure – An expenditure on all approved budget line items except indirect cost that exceeds the 10% or $1000 allowable.
Project Number – A number assigned by the ADE that is specific to the subrecipient and grant/project. See Appendix B in thegrants Management Handbook for detailed information.
RSP – Remaining Scheduled Payment
Reimbursement (invoice-based projects) – Funds paid to a project that is not cash-advanced. Instead, the subrecipient provides verified/certified invoices showing actual expenditures on the project and receives that amount as payment in full for the valid/allowable reported expenditures.
SAIS – Student Accountability Information System
SEA – is an acronym for State Education Agency. In Arizona the SEA is the Arizona Department of Education.
Subgrantee – The LEA is the subrecipient of a grant award. The State Board of Education is the grantee, and accepts monies on behalf of the state (ADE) as the chief educational authority that supervises and administers the monies to subgrantees.
Total Budgeted Funds – The amount of money that equals all of the budgeted line items, i.e. the Project Total. See Completion Report
USFR (Uniform System of Financial Records). The USFR prescribes the minimum internal control policies and procedures to be used by Arizona school districts for accounting, financial reporting, budgeting, attendance reporting, and various other compliance requirements. For further information on accessing this resource contact the Arizona Department of Education, Central Distribution Services at (602) 542-3088.
USFRCS (Uniform System of Financial Records for Arizona Charter Schools). The USFRCS prescribes the minimum internal control structure policies and procedures for charter schools for accounting, financial reporting, budgeting, attendance reporting, and various legal compliance requirements. For further information on accessing this resource contact the Arizona Department of Education, Central Distribution Services at (602) 542-3088.
W-9 Form – 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 State of Arizona Substitute W-9 & Vendor Authorization Form, then return the signed copy to the Grants Management Division 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. The Form is used to collect the taxpayer ID number or Social Security number of any U.S. person you plan to engage in a business activity.
Waiver Request – Is a request for a waiver of any statutory or regulatory requirements as permitted by federal statute or state and federal regulation.