CTE 102 Budget Coding Quick Reference Guide Budget

CTE 102 Budget Coding

Quick Reference Guide

Budget Narrative Detail Line item entry of budget data and narrative by Object code and Function Code

2019 - Priority

2019 -Perkins

Performance Measures(PM)

Performance Measure OBJECTIVES Match up objectives with funding codes OT e is N d o c n o i * Funct e od object c

Function Codes These codes are used in grant performance measure objectives v. Instruction (1000…) Student related-face to face v. Support Services (2100…) Services that support CTE; enhance instruction v. Support Services (2300…) Administration services that support CTE Reminder- odes nction c u f e s u s e iv t c je Grant PM ob

HINT To change from object code to function code- click on

Check Coding “Alignment”-Helpful Hint

Checklist

S E I R A L A S 6100

STIPENDS 6100

Substitute Teacher* SUBSTITUTES 6100 -2100 Narrative- number of days + daily rate *Does not cover sub for sick leave for CTE teacher but use when CTE teacher at training or CTSO activities. Use 6100 -2100.

Code 6300

Checklist

Code 6500 What is the difference between travel and transportation?

Includes lodging, meals, + TRAVEL transportation Example- transportation is fees, mileage, vehicle rentals Rental- bus or other vehicle rental for employee travel use code 6500 )d o o f l+ e t o h ( el v a r t t en d 00 u 5 t 6 S t t o , n Hin 0 0 8 6 de o c e s u

TEACHER TRAVELING WITH STUDENTS -CODE 6500 -2100 TEACHER TRAVELING (NO STUDENTS) -CODE 6500 -2100

STUFF In Application Narrative *Consumables On Supplies Spreadsheet *Equipment under $5, 000 but not a consumable. On Capital Worksheet *Equipment $5, 000 or more

Checklist

Supplies- 6600 • Definition-tangible*personal property • Includes program specific instructional supplies(6600 -1000)- not general supplies • Useful life of less than 1 year • Replace, don’t repair *Note- intangible property means having no physical existence Ex. - trademarks. Tangible personal property (equipment) as opposed to real property( ex- land, buildings)

CODE 6600 Example 1 - Manual blood pressure cuff - Does it have useful life of more than 1 year? - Would it be repaired? Example 2 - Cloth napkins Example 3 - Scissors

Priority + Perkins Supplies 6600 -1000 Narrative- Include Program name Dollar amount Sample of items Site EXAMPLE- FASHION DESIGN- $500 TRACING PAPER, PINS, THREAD, CUTTING BOARDS

Helpful Hint- 6600 -1000 DON’T CLUSTER TOGETHER- USE A SEPARATE ENTRY FOR EACH PROGRAM *If multi site district- add site name

Supplies-Software • Instructional software- use code 6600 -1000 • In budget narrative- include CTE program name + name of software program and cost • Do not use codes 6737, 6738, 6739. Use this code for NON-instructional software

Supplies- Magazine Subscriptions 6600 -1000 Narrative- Program name - Name of publication/magazine

Informational Materials • In both budget narrative and performance measures use term “informational materials” • -Do not write- marketing or promotional materials as Perkins does not allow

Equipment(Codes 6730 ----) Should be specialized equipment for CTE program -Use CTE program equipment list -If not on “equipment” list then GPS gets approval from Program Specialist on Best Practice- be pre-approved by Program Specialist (PS) before put worksheet if not on approved

STUFF In Application Narrative *Consumables On Supplies Spreadsheet *Equipment under $5, 000 but not a consumable. On Capital Worksheet *Equipment $5, 000 or more

Type OBJECT CODE Coding Matrix Furniture + Equipment Less than $5, 000 or more *Cost is per unit –include tax, shipping, handling, + warranty 6733 6731 or 6732 Vehicles 6736 6734 or 6735 Technology Related Hardware + Software 6739 6737 or 6738

Equipment Under $5000 Upload worksheet under related documents in Supply area - title with code and date

Label with code-example “ 6733”

Related Documents

Helpful Hint- Keep It Simple

Common Errors - Worksheet doesn’t match budget -Items in wrong budget code -Disposable items not put in 6600 -1000

How to Upload in Related Documents • Log-in to ADE Connect • Select CTE Grant • Start a revision • Go to “Sections” • Select “Related Documents” • Click “upload new” • Upload

CODE 6800 v. Field trips- both Perkins + Priority can be used to assist with entrance fees for ONLY economically disadvantaged students v. CTSO expenses- see next slide

The following are examples of allowable expenditures: CTSO advisor stipend 6100 - 2100 Student transportation- 6500 - 2100 Student affiliation fees 6800 - 2100 Student food and hotel costs- 68002100 Student conference registrations 68002100 Student CTSO apparel to loan 68002100

Career Exploration-Perkins Career Exploration Equipment - Grades 7+ 8 - no - Grade 9 - yes Career Exploration Instructional Supplies - Grades 7, 8, 9 - yes Exploration Software- yes

Career Exploration-Priority Career Exploration Equipment- grades 7, 8, 9 OK Exploration Software and Instructional Supplies –Grades 7, 8, 9 -OK

Reminder-Indirect Cost • Priority- no indirect cost allowed • Perkins- 5% limit on 2300 + indirect cost

Helpful Hint Before Submitting Grant- In PERKIN’S Application • All assurances are checked off • Have Objectives for EACH Performance Measure - Remember to use function codes for budget- box 7 - Complete all boxes • Indirect + Administrative Cost never exceed 5% • Do not “cluster activities” into one code • Double check the math • Uploaded all required documentsü Labeled worksheets if budgeted equipment ü Job description( if needed)

CTSO CODING-Perkins or Priority? ? ITEM CTSO program fee Classroom set of blazers- CTSO advisor stipend Advisor travel- CTSO event Advisor registration- CTSO Leadership event Chaperone registration- CTSO Leadership event Student registration- CTSO event Student food/hotel- CTSO event PRIORITY PERKINS

CODING ACTIVITY-CONTINUED PERKINS OR PRIORITY SPECIFIC ITEM/DESCRIPTION Instructor training to become a CPR trainer( will instruct students) Instructional materials for CTSO curriculum Teacher affiliation fee- CTSO Teacher affiliation fee- National ACTE Supplies for advisory meetings OBJECT CODE FUNCTION CODE

CODING ACTIVITY- CONTINUED PERKINS OR PRIORITY SPECIFIC ITEM/DESCRIPTION Curriculum Consortium membership fees Facility rental- advisory meeting Student chef coats Mileage-teacher going to PD District data reporter- FTE staff CNA clinical instructor Teacher- Registration- CTSO- student event OBJECT CODE FUNCTION CODE

ODDS + ENDS + S D D O ENDS

Other Grant Guidelines Priority Grant o Materials purchased with state funds must be IN HAND by June 30 Perkins Grant o Materials purchased with federal funds must be IN HAND by December 30 with money obligated by September 30

Professional Development(PD)- Perkins Have 90 days after grant year ends to “use money” for PDExample(Perkins)- pay for PD in August but PD is not until December

Communication

If your grant is returned- read checklist for comments

Trouble Shooting When receiving a message of “Status cannot be changed, validation errors exist. ” Check the “Validation” column and click on the very top “Messages” link -This will show you errors preventing the submission

Spend It or Lose It! • How much money has your District requested for 2018/ 2019? • Where do you find this information? • Where do you find expenditure details? • Where do you find comments in the history log? • Should a revision be done?

Revisions. Budget $1, 000 or 10%- which ever is the most

Questions? ?