Fiscal & Programmatic Monitoring

Receiving federal grant monies entails both programmatic and financial duties, which include proper programming and expenditure of monies, goals achievement, and related reporting. Information related to the four key areas addressed during the Fiscal & Programmatic Monitoring are Time and Effort reporting, Expenditure Compliance, Fixed Asset Compliance, Grants Management Compliance, and review of the annual Programmatic Report.

RTTT Fiscal & Programmatic Monitoring in 2012-2013
RTTT Fiscal & Programmatic Monitoring in 2013-2014

Year 2 Programmatic Report: June 1, 2012 – May 31, 2013
Year 3 Progress Reports: June 1, 2013 – May 31, 2014
Year 4 Progress Reports: June 1, 2014 – December 21, 2015

 

Charters are now able to follow OMB Circular A-87 regarding
Time and Effort.

See EX-56 Time and Effort

OMB Circular A-122 (non profit organizations)
OMB Circular No. A-87 (State, Local and Indian Tribal Governments)

Resources…

  1. How to Create a Group in Visions
  2. How to Create a Group and Payroll Journal report in Visions
  3. How to Run the correct Expenditure Detail Report
  4. How to Run a Fixed Asset/Stewardship Report
  5. How to Export into Excel within Visions
Fill out the RTTT Monitoring Tool below and be aware of the deadline provided by your auditors (See Resources for what reports to run)

  1. RTTT Monitoring Tool .docx
  2. Payroll Checklist
  3. Non-Payroll Checklist
  4. Put all required documentation into a compressed (Zip) file
  5. Make sure to include the correct Expenditure Detail & Annual Programmatic Reports
  6. Email RTTT Monitoring Tool and compressed file to: racetothetop@azed.gov by the deadline with the monitored District/Charter in the subject line
  7. Auditors will review the documentation and, if needed, follow up with questions and possibly further requests for documentation.
  1. Your assigned auditor will make a sample of items that were purchased with grant monies and back up documentation will need to be provided for specifics on what will be required. This information can be put into a compressed file and emailed to racetothetop@azed.gov.
  2. Your auditors may request further information.
    Resource: Audit Supporting Documentation Memo

Auditors will work with the LEA to schedule an on-site review to resolve concerns. After all stages are complete, the LEA will receive a Final Decision Letter that will provide the results and/or findings from the audit.

We’re here to help guide you through this process. Contact us at: racetothetop@azed.gov, or

Gary R. Holland, MBA, Grants Support Director Gary.Holland@azed.gov,
Tel: (602) 364-3518

Sandra Skelton, Project Program Specialist II Sandra.Skelton@azed.gov,
Tel: (602) 542-4234