NEW YORK STATE EDUCATION DEPARTMENT MONEY MATTERS State

NEW YORK STATE EDUCATION DEPARTMENT MONEY MATTERS

State Funding for ESD/SVP Mechanism for awarding funds (based on several criteria): Ø Grants – Usually include School Districts, BOCES, Ø Public Colleges/Universities, etc. Project # 0640 -12 -2 XXX Or Ø Grant Contracts – Usually include Community Based Ø Ø Organizations, Private Libraries, Private Colleges/Universities, etc. Project #0640 -12 -2 XXX Ø AND Contract # C 401 XXX 2

FISCAL FORMS for a Federal or State Project FS-10: Proposed Budget Detail FS-25: Request for Interim Payment FS-10 A: Proposed Amendment FS-10 F: Final Expenditure Report (Short/Long Form) PI: Payee Information Form 3

FS-10 Proposed Budget FS-10 Budget - a proposed plan of project expenditures Ø Submitted as a part of the application directly to the Grants Management Office Ø Forwarded to Program Office for review and approval/disapproval Ø Upon all necessary approvals, forwarded to Grants Finance for processing 4

FS-25 Request for Interim Payment FS-25 Interim - a request for an interim payment (additional payment beyond initial advance made when budget is processed) Ø May be submitted until payments reach 90% of approved budget amount ü Must be based on incurred expenses & actual cash need Ø Recommended timeline for submission – depends on approved project budget amount ü Monthly - $100, 000 or greater ü Quarterly – less than $100, 000 Ø Submitted directly to Grants Finance 5

FS-10 A Amendment - a budget modification Ø Prior approval required for the following changes* • Any increase in the total budget amount • Any increase in a budget subtotal by more than 10% or $1, 000 whichever is greater • Personnel changes – number & type • Minor remodeling • Equipment *If there is any question, submit an amendment 6

FS-10 A Amendment – Cont’d Ø Timeline for submission – generally any time between the approved project start & end dates of the project Ø Submitted to Grants Management NOT Grants Finance 7

FS-10 F Final Expenditure Report FS-10 F – report of actual project expenditures Short form - summary of final expenditures Long form - detailed report of final expenditures Ø Agencies must maintain same level of detail & supporting documentation as required on FS-10 F Long form and must be provided upon request Ø FS-10 F Long form can be required at the discretion of the Department or where FS-10 F Short form is not submitted timely Ø FS-10 F (Short or Long) submitted directly to Grants Finance 8

Important Points & Reminders Ø Submit all financial forms and reports by the due date(s) Ø Enter all required information on financial forms: • SED/Agency/BEDS code • Agency name • Contract number (if applicable) • Project number (10 digits) Ø Ensure that requests for cash (FS-25 s) are based on actual or reasonably anticipated expenditures Ø Send financial forms and reports to proper office: • FS-10 and FS-10 A to Grants Management • FS-25 and FS-10 F to Grants Finance Ø Use only the forms provided on the Grants Finance internet site (assures most current form is used) Ø Provide original signature by Chief Administrative Officer or properly authorized designee Ø Review documents for accuracy (mathematical, etc) 9

PI/Payee Information Form Ø Purpose – to provide payee information only • Existing applicants üTo verify existing payee data üTo update/change payee information Ø Accurate payee information is crucial so that payments are not misdirected 10

INTERNET ACCESS WWW. OMS. NYSED. GOV/CAFE/ ØForms ØReports ØGuidance and Information ØImportant Announcements/Reminders ØReport Fraud, Waste and Abuse ØContact Us 11

RESOURCES & CONTACT INFORMATION GRANTS FINANCE (FS-25 s and FS-10 Fs) ü INTERNET ADDRESS: WWW. OMS. NYSED. GOV/CAFE/ ü E-MAIL ADDRESS: GRANTSWEB@MAIL. NYSED. GOV ü MAILING ADDRESS/TELEPHONE: Grants Finance NY State Education Department Education Building – Room 510 W 89 Washington Avenue Albany, NY 12234 Phone: (518) 474 -4815 Fax: (518) 486 -4899 12

RESOURCES & CONTACT INFORMATION GRANTS MANAGEMENT (Fs-10 s and FS-10 As) üINTERNET ADDRESS: WWW. EMSC. NYSED. GOV/MGTSERV üMAILING ADDRESS/TELEPHONE: Grants Management Unit NY State Education Department Room 674 – Education Bldg Annex Albany, New York 12234 Phone: (518) 474 -3936 13