Expenditures Information


Grants Management Manual Click HERE      
 


WHO TO CONTACT FOR ASSISTANCE

The Ohio Department of Education has a variety of specialists to aid you in effectively managing your grant. This section provides you with an overview of the professionals available to help you achieve success.

Grants Management Financial Analysts

Grants Management financial analysts provide technical assistance for fiscal aspects of project administration. Financial analysts assist districts with fiscal management of grants by providing technical assistance and monitoring grants to ensure fiscal provisions are met.
Grants Management financial analysts can answer questions and provide assistance in the following areas:
  • Project Cash Requests (PCR);
  • Financial Expenditure Reports (FER);
  • Indirect Cost Rates;
  • Rebates and Refunds;
  • Time and Effort;
  • Fiscal Compliance Issues.
To find your Grants Management financial analyst, log in to the CCIP and click “address book” on the left menu bar and note the Grants Management contact. Click on the name to see the contact information for your analyst.

Federal Programs Consultants

The Federal Programs Program consultants provide leadership and technical assistance to help school districts optimize their resources. The consultant for each grant application varies. To find the right program consultant, log in to the CCIP and click “address book” on the left menu bar, find the correct application and note the Department application contact. Click on the name to see the contact information for your consultant.

Federal Programs consultants can answer questions and provide assistance in the following areas:
  • Completing the application;
  • Budgets (including revisions);
  • Allowable costs;
  • Schoolwide pool;
  • Time and effort;
  • Supplement not supplant;
  • Maintenance of Effort (MOE);
  • 9/30 Report
  • Program compliance issues.

For information related to:

 
  • Substantially Approved Date
This is the date a grantee is legally allowed to begin obligating grant funds (See chart under obligation’s definition for information regarding when obligations are made). When the grantee submits an application to the department as Authorized Representative Approved, in substantially approvable form, it is substantially approved. The date the application is submitted in substantially approval form becomes the grantees Substantially Approved Date and as of this date, legal obligations can be charged to the grant for expenses that meet the budget and grant requirements for the allowable use of funds.

The State may not authorize an applicant for a subgrant to obligate funds until the later of the following two dates:
     1. The date that the State may begin to obligate funds (July 1) under Edgar 76.703; or
     2. The date that the applicant submits its application to the State in substantially     approvable form.

You can view the grants original substantially approved date on the project summary page or by navigating to the sections page for Revision 0 and then clicking on “Substantially Approved Date” at the bottom of the Page.

Note: A separate Substantially Approved Date will apply to any budget revisions. You are able to charge obligations in accordance with the revised budget as of the revised budgets substantially approved date.
  • Project Cash Requests (PCR)
A Project Cash Request (PCR) is a form submitted by the grantee to request grant funds for allowable expenses.  The PCR reports total cash basis expenditures that have been paid between the grants substantially approved date and the fiscal information as of date.  Expenses are reported by object and amounts must coincide with the entities financial records.  The reported cash basis expenditure amounts are linked to the most current approved budget and grantees are only permitted to report up to 110% of the approved budget amounts in each object.  The cash on hand or negative balance is calculated by totaling the expenditures paid-to-date and subtracting cash received to-date.   Advances may be requested to meet immediate cash needs and must be liquidated in accordance with cash management guidelines.  The PCR form is submitted electronically via the Comprehensive Continuous Improvement Plan (CCIP) or for paper applications, the PCR is submitted to the fiscal management mailbox at fiscal.management@education.ohio.gov. 
  • Final Expenditure Reports (FER)
    A Final Expenditure Report (FER) is a form submitted by the grantee to demonstrate how grant funds were expended during the grants period of availability (substantially approved date through grant end date).  The substantially approved date is July 1st or the date the grantee submits the application to the Department in substantially approvable form, whichever occurs later.  The grant end date, for most awards, is June 30th.  Allowable expenses that were obligated during the grants period of availability and paid before or during the liquidation period (July 1st – September 30th) should be reported on the FER.  Expenses are reported by object and amounts and must coincide with the entities financial records.  The reported cash basis expenditure amounts are linked to the most current approved budget and grantees are only permitted to report up to 110% of the approved budget amounts in each object.  The FER form is required to be submitted in accordance with state and federal guidelines.  Failure to submit the FER will result in a hold being placed on current year funding until the FER is submitted.  The FER form is submitted electronically via the Comprehensive Continuous Improvement Plan (CCIP) or for paper applications, the FER is submitted to the fiscal management mailbox at fiscal.management@education.ohio.gov. 

Please refer to Grants Management for more information on Project Cash Requests and Final Expenditure Reports.

Last Modified: 10/26/2022 1:23:36 PM