Managing Your Grant

This web page will provide key actions to manage your grant in the CCIP and/or on paper.

Should you need assistance with any aspect of your grant, please reach out to the Grants Administration contact assigned to the county  where your organization is located.  

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System Accesses

All grantees must have an OH|ID account and a Department of Education Profile to access systems such as: the Comprehensive Continuous Improvement Plan (CCIP) and the Ohio Education Directory (OEDS).  When a CCIP related role is assigned in OEDS, access to the CCIP is automatically granted.  An OH|ID account is also needed to obtain an OAKS supplier/vendor ID to do business with the State of Ohio.

Please use this link for instructions to the various systems. 

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Grants Manual / Quick Reference Guide / Videos 

The Ohio Department of Education’s Office of Grants Management created a comprehensive grant's manual  and a quick refer guide to help chief financial officers and treasurers manage their districts’ grants. The manual outlines the fiscal representatives’ responsibilities, which include meeting many legal requirements; establishing and monitoring fiscal management procedures and sharing information with stakeholders.

The quick guide is designed to take you though the basic steps necessary to set-up accounts with the state of Ohio as well as the various accounts used by the Ohio Department of Education.  It also provides guidance to submit a budget, project cash requests and final expenditure reports.

 hELPFUL VIDEOS

• Your Grants – Getting Started in the New Year
  • Application Submission
  • Budget Revisions
  • Contacts 
  • Expenditure Summary by Object 
  • Grants Management Tips
  • Grant Requirements
  • Obligation of Expenses
  • Period of Availability & Liquidation
  • Project Cash Requests
  • Substantially Approved Date
  • Tracking and Coding Expenditures
  • Reviews and Supporting Documentation
• Final Expenditure Report (FER) - Submitting in CCIP 

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Guidance / Laws / Regulations / Forms

Ohio Department of Education

**NEW**

• 2024-001 Consortium Reporting on Single Audit - Schedule of Expenditure of Federal Awards (SEFA)

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• 2014-001 Receiving Refunds and Rebates
• 2014-002 Time and Effort
• 2015-001 Factors Affecting Allowability
• 2015-002 Severance Pay
• 2015-003 Travel Guidance
• 2015-004 Cash Management
• 2015-005 Budget Revision Requirements

Federal 

• 2 CFR 200 (Code of Federal Regulations)
• 34 CFR (Education Department General Administration Regulations (EDGAR))

State

• Uniform School Accounting System (USAS)  - (Ohio Auditor of State)
• Legislative Service Commission -   (Greenbooks | EDU |Education Budget Analysis)​
• Ohio Revised Code (ORC)  -  (Title 33 | Education-Libraries)​
• Ohio Administrative Code (OAC) -  (3301 | Department of Education)

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Manual Forms

• Budget Grid
• Project Cash Request
• Final Expenditure Report  
• Sample Financial Data Spreadsheet
• Noncompetitive Proposal - All Entities
• Noncompetitive Proposal - ESCs

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Additional Resources

• Assurances - Funding Application 
• Assurances - Project Cash Request (PCR)
• Federal Subsidy Report (2023)
• Federal Subsidy Report (2022)
• Federal Subsidy Report (2021)
• Federal Subsidy Report (2008 - 2020)
• ODE Payment Details Search
• Ohio Checkbook (Type Entity Name in Search)

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Frequently Requested Information

• Budgeting and Required Support Documentation
• Creating a PCR
• Charging Salaries to Grants   (School Year and Summer)
• How to View Your Substantially Approved Date
• Key Terms
• Transferability/Schoolwide Pooling/Receipting of Funds
• General Information for Treasurers

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Last Modified: 3/28/2024 11:11:17 AM

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