Using the Grants Management System GMS FY 15

Using the Grants Management System (GMS) FY 15 Oklahoma State Department of Education Office of Federal Programs

Accessing the GMS • Log in to the Single Sign On (SSO) • Select “Grants Management & Expenditure Reporting” from the SSO System Listing

GMS Menu List

Common Actions in the GMS 1. Create / submit applications for new fiscal years 2. Update applications when returned by OSDE for changes 3. Create / submit claims (Summary Expenditure Reports) on a monthly basis after application approval 4. Create / submit amendments to revise budgets as funding changes or as expenditures differ significantly from previous budget

Sequence of NCLB Collections 1. Complete and submit the Federal Assurances 2. Complete the Consolidated Workbook 3. Complete the Consolidated Application (Cannot submit without Assurances and Workbook being submitted) Only the Superintendent can CERTIFY/SUBMIT. Others with district data entry can complete collections except for Assurances must be completed by the Superintendent.

Assurances

Final Assurances Page

Comprehensive District Academic Plan

Consolidated Application

Completing the Application

Title I – Low Income Step 1 S i t e s

Title IA - Low Income Step 4 (Top)

Title IA - Low Income Step 4 (Bottom) S i t e s

Title IA - Priority Focus and Targeted Schools

Title IA-Budget Detail Page (Top)

Title IA-Budget Detail Page (Bottom)

Title IA -Personnel Page

Title IIA - Equitable Share

Consistency Check

Accessing Claims (SERs) 1. On the Application Select page, select an approved application from the year you are filing a claim. 2. Click the Payments button. 3. From the Payment Summary page, click the top button ‘View Summary Expenditure / Documentation of Expenditure Reports’. 4. Select the program for which you need to create/access claims (only necessary on programs part of a consolidated application). 5. The Financial Menu will list existing claims and closeout requests.

The Financial Menu

Working with Claims

Working with Claims (cont. )

Claims Rules 1. Supporting documentation must be uploaded with claims. Files should be less than 3 MB in size, or they will timeout during the upload. 2. Data will only be saved if there are no error messages. 3. Only Superintendents (Authorized Representatives) can submit claims – but others can enter data and save them. 4. After an expenditure row has been saved – the description and amount can be changed. The Function Code, Object Code and Site Code cannot be changed. If one of those needs to be updated, delete that row, and re-add it.

When Issues Occur…. 1. For system errors – contact the OMES Helpdesk. 2. For program questions – contact the individual listed on the Overview Page of the application you are completing.

When Issues Occur…. 1. For system errors – contact the OMES Helpdesk. 2. For program questions – contact the individual listed on the Overview Page of the application you are completing.

Thank you for participating today.