Grants Management Fiscal Processing
Meet Our Fiscal Processing Unit:
The Processing Unit assists the Local Education Agencies (LEA) and entities in all their fiscal grant related processes. While providing the comfort of meeting fiscal needs, the Grants Processing Unit ensures the LEA’s and entity’s success! Processing can be counted on to complete claims, reimbursements, and completion reports in a timely fashion. Although processing is not a new unit, it is a growing unit indeed; as the team grows, as does the quality of the fiscal technical assistance provided to the LEAs and entities.
The list below is a snap shot of what processing does daily:
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Application Holds
A hold will suspend an LEA's or entity's ability to receive funding. With questions about a hold, please contact Grants Management at (602) 542-3901.
There are two types of holds:
Programmatic Hold:
- On specific years and grants
- A Programmatic Hold is removed once the issue or concern has been resolved.
Global Hold:
- On all grants for specific years
- A Global Hold is removed once the issue or concern has been resolved.
Reimbursement Requests
Enter the total amount of expenditures to date for each budget line item in the Expenditure Details page within the Reimbursement Request in GME, which will calculate the reimbursement amount based on the total amount of expenditures to date and the total amount of cash received.
This could be one of two things:
- The original application has not been approved.
- The last Reimbursement Request is not in a paid status. All prior Reimbursement Requests must be paid status before a new Reimbursement Request can be started.
Completion Reports
The majority of Completion Reports open the day after the project end date of the grant. Project end dates can be located on the Reimbursement Request Summary page.
Completion Reports are to be submitted to ADE within 90 days of the project end date. The system will automatically place a hold on the current project and subsequent years' projects if the Completion Report is not submitted within 90 days.
The LEA or entity will update the line item totals on the Completion Report page with final project-to-date expenditure totals. For more information on Completion Reports, click here.
The CR Related Documents page is another method by which program areas and/or Grants Management obtain supplemental information needed for year-end reporting. It is important to note the CR Related Documents and the Related Documents in the funding application are not the same page. The CR Related Documents page is only accessible during a Completion Report.
In most cases, the Amount Remaining (Allocation – Expenditures = Amount Remaining) will be the maximum amount to carryover, when carryover is allowed. Carryover rules vary by grant; contact Grants Management for additional information regarding carryover.
For grants that allow Carryover, if the total expenditures are less than the total cash received and the LEA or entity is carrying over funds, a Carryover Cash-On-Hand adjustment will occur on the next year's funding application upon approval of the Completion Report.
Upon submission of the first Reimbursement Request after Completion Report approval, Grants Management Enterprise (GME) will apply these funds to the total expenditures reported and disburse the appropriate dollar amount.
Primary Approval of a Completion Report means the LEA or entity must return funds to ADE.
This done by completing the Return of Monies form found in the GME User Resources/Training – Return of Funds. Return the form with remittance and a copy of the History Log page providing comments on the funds being returned. Once the funds have been received by ADE and posted against the project by Accounting, the Completion Report will be moved into Grants Management Final Approved status.
The LEA or entity will have to cancel the Completion Report in order to make changes to the budget. To do this, request the Completion Report to be cancelled using the funding application's History Log; send the History Log note to Grants Management. To email a History Log note, select "Grants Management" from the ADE Contacts list. If the Completion Report has been approved, a Completion Report cannot be cancelled and a budget revision cannot be done.
Request a Completion Report Revision using the Grants Management's Completion Report Revisions template in ADE Help Desk. A comment in the the funding application's History Log detailing which items of the Completion Report need to be changed is also required.
To revise the Completion Report, request a revision using the Grants Management's Completion Report Revisions template in ADE Help Desk and add a comment in the the funding application's History Log that includes:
- Object/Function code
- Amount
- Reason for the change
An LEA or entity can revise interest, expenditures, and carryover on a Completion Report Revision.
