21 st Century Community Learning Centers

Transcription

1 Public Schools of North Carolina State Board of Education Department of Public Instruction 21 st Century Community Learning Centers Fiscal Guidance North Carolina Department of Public Instruction 301 North Wilmington Street, Raleigh, NC Phone FAX

2 TABLE OF CONTENTS TOPIC AREA PAGE General Information... 3 Use of Funds... 6 Budget Preparation... 8 Reimbursement Procedures Financial Management Termination of Grants Appendices A. Budget Forms B. Sample 21 st CCLC Budget Narrative C. Budget and Programmatic Amendment Form D. Electronic Payment Form E. Voluntary Reduction/Termination Form F. Checklist for the First 60 Days G. Reporting Requirements of N.C. General Statute 143C H. Audit Guidelines I. Sample Expenditure Reporting P a g e

3 GENERAL INFORMATION The purpose of the Title IV, Part B, 21st Century Community Learning Center (CCLC) program is to provide federal funds to establish or expand community learning centers that operate during out-of-school hours with three specific purposes: 1) Provide opportunities for academic support programming and enrichment activities, including providing tutorial services to help students (particularly students in high-poverty areas and those who attend low-performing schools) meet State and local student performance standards in core academic subjects such as reading and mathematics. The 21st CCLC program supports the creation of community learning centers that provide safe learning environments for students outside traditional instructional time, particularly students who attend high-poverty and low-performing schools. Centers provide a range of services to support student learning and personal development. These services include, but are not limited to, tutoring and mentoring, homework assistance, academic support programming and enrichment activities such as those that support Science, Technology, Engineering and Math (STEM) concepts. Activities may include community service opportunities, arts education, health education, cultural activities, and physical activity including sports. Activities should be student centered, engaging for students, and be delivered with an expectation for success among all students. 2) Offer students a broad array of additional services, programs and activities, such as positive youth development activities, drug and violence prevention education programs, counseling programs, art, music, recreation programs, technology education programs and character education programs that are designed to reinforce and complement the regular academic program of participating students. The program should be designed to improve academic achievement, but also to engage students in contextually meaningful enrichment experiences. For students who have not been successful in the regular day school, more of the same is not likely to produce success. In general, enrichment activities are multidisciplinary whereby the student must apply academic skills and concepts learned during the school day from multiple subject areas in contextually meaningful ways. Enrichment activities should broaden students experiences and reflect multidisciplinary approaches to arts education, physical and health education, social studies, technology education, and world languages. 3) Offer families of students served by 21 st CCLCs opportunities for math, science and literacy related educational development. 21 st CCLC programs must also offer families of participating students educational and personal development opportunities, particularly in the area of literacy. Effective 21st CCLC programs sponsor parent engagement opportunities that are different and more frequent than have been traditionally offered by the regular school day program. Parent and family engagement strategies may include outreach, education programs, lectures, and those strategies that strengthen parents as partners in education. Eligibility to Apply Any public or private organization is eligible to apply for a 21st CCLC grant. Agencies and organizations eligible under the 21st CCLC program include, but are not limited to: local education agencies (LEAs), nonprofit agencies, city or county government agencies, faith-based organizations, institutions of higher education, and for-profit corporations. As per Section 4204(b)(2)(H) of Title IV, Part B, applicants must provide a description of partnerships between a local education agency and those community partners that support the overall goals of the grant objectives. Applicants must provide an assurance that its program will be delivered in active collaboration with the schools the students attend. 3 P a g e

4 Priority for Awards Based on current research-based best practices, sub-grantees should offer programming focusing on Science Technology, Engineering, and Mathematics (STEM) initiatives as well as underserved geographical regions of the state. In accordance with statute, States must give competitive priority to applications that both propose to serve students who attend schools identified for improvement (pursuant to Section 1116 of Title I) and that are submitted jointly between at least one LEA receiving funds under Title I, Part A and at least one public or private community organization. Although the statute provides an exception to this requirement for LEAs that do not have qualified community organizations within reasonable geographic proximity, such LEAs would still have to propose to serve students attending schools identified for improvement to qualify for the priority. (Note ESEA Flexibility section in the Standards and Procedures Handbook.) For the most up to date list of Title I schools, go to: Award Amounts Contingent upon the annual availability of funds, grantees may request funds ranging from $50,000, but cannot exceed $400,000 per year based on need. Beginning with the school year, programs must utilize the Wallace Foundation Out-of-School-Time Cost Calculator. The website offers multiple resources to support program planning and implementation including this online calculator to assist with determining the costs of high-quality out-of-school time (OST) programs. The calculator may be used online at: Award Periods North Carolina 21 st CCLC programs are renewable for up to four years. Continuation awards are contingent upon availability of federal funds and are based on the programs ability to demonstrate compliance with state and federal law, sufficient progress toward local program goals, and sufficient progress toward State performance indicators. Each sub-grantee can be awarded funds for the academic year starting on July 1st of the initial year and ending on August 31 st of the following year (e.g., July 1, 2013 through August 31, 2014). Reimbursement requests may be made through September 30 th for expenditures made prior to September 1 st. Unspent funds remaining after the end of the grant period will revert back to the State without a liquidation period. In each year of implementation, attendance records for grantees are carefully monitored to determine if sufficient progress is made toward attendance goals identified in the approved project. Monitoring includes on-site visits, desktop monitoring, and periodic reporting of attendance. Funds are allotted in three installments based on the grantee s demonstration of sufficient progress toward attendance goals as follows: Initial allotment equal to 34% of total approved grant award Second allotment equal to 34% of the total approved grant award for 50% attendance goal met Final allotment equal to 32% of the total approved grant award for 75% attendance goal met If at any time during the first year, or in subsequent years of continuation awards, it is determined that attendance goals are not sufficiently met to support the total approved grant award, a voluntary reduction or termination of the grant may be requested, (Appendix D). If a sub-grantee requests a voluntary reduction in the first year of the grant award, but is able to increase attendance in subsequent years of the renewal period, the total award for that subsequent year may be made available for the sub-grantee s 21 st CCLC program if sufficient documentation is provided to ensure that attendance goals are met. 4 P a g e

5 Matching Funds and Sustainability Although a formal sustainability plan is a requirement of the grant application, matching funds, are not a requirement of a 21st CCLC grant. Matching funds can include state, federal, private, or other alternative funding. Effective partnerships within the community allow for more efficient use of local resources. Collaboration among diverse partners strengthens the variety of services the community can offer and supports program sustainability beyond the funding cycles. Potential partners may include financial institutions and large retail chains. Out of school program officials may also seek support from various regional and national foundations such as the National 4-H Council, Boys & Girls Clubs of America, United Way of America, and the YMCA. For example, a community learning center may more readily offer services if community partners such as a local hospital, a local church, or a local printing company offer support. For example, these partners may offer health care information, provide volunteers for serving snacks, and provide free copying services. Any in-kind, matching, or fiscal contributions must be indicated on the appropriate fiscal year budget or budget amendment submitted to DPI and may supplement but cannot supplant 21 st CCLC funding. Sub-grantees are expected to develop and annually update a comprehensive sustainability plan. In support of the sustainability plan, programs must maintain accurate records, consider marketability strategies, and track data to demonstrate success. Data that substantiates children s academic and personal growth resulting from the 21 st CCLC funded program can illustrate to community members, parents/guardians, and potential funders the importance of continuing the work beyond the 21 st CCLC funding cycles. 5 P a g e

6 USE OF FUNDS 21stCCLC grant funds must be used in a manner consistent with all requirements of the statute (34 CFR 80) to support activities allowable under the 21 st CCLC program. Expenditures must be pre-approved in the fiscal year budget submitted to NC DPI and include costs that are considered, (1) reasonable, (2) allocable, and (3) allowable. Sub-grantees are strongly encouraged to attend all training provided to assist with budget and operational requirements, as related to State and various federal regulations including but not limited to, Educational Department General Administrative Regulations (EDGAR), 34 CFR 80. Non 21 st CCLC federal, state, or local dollars available to support activities allowable under 21 st CCLC may supplement but must not supplant 21 st CCLC funds and may be used to enhance, but not replace, 21 st CCLC funded activities. Funds may be used to reimburse costs associated with program implementation and operational expenses, according to the NCDPI Chart of Account Codes for PRC 110 including, but not limited to the following: Personnel Staff development and training Parent education Contracted services Transportation Educationally-related field trips Program rental space Fidelity bonds Travel reimbursements Classroom materials and supplies Computer or electronic equipment and software inventoried annually Note: Equipment and contracted services expenditures must follow federal procurement guidelines 34 CFR and any contracted services or equipment that are cost shared, must be equitably cost shared with the other programming. Sub-grantees should exercise caution when selecting subcontractors to support implementation of program components as 34 CFR prohibits contracts with parties that are debarred, excluded, ineligible, or suspended from participation in federal programs under Executive Order Debarment and Suspension. For a federal list of excluded parties: For a State list of debarred vendors: Funds may NOT be used for the following: Costs for developing the proposal Programs that operate or personnel who teach/work during the regular school day Activities held during the traditional school day Land acquisition Building or renovation costs Purchase, repair, and maintenance of vehicles Other items outlined in the Education Department General Administrative Regulations (EDGAR, 34 CFR 80 ), on federal spending 6 P a g e

7 NOTE: This is NOT an all-inclusive list of non-allowable expenses. If you have questions about allowable expenses, contact your NC DPI 21 st CCLC Program Administrator. Cost Limits In 2013, the North Carolina State Board of Education implemented policy beginning with programs whose initial funding year cycle is fiscal year which limits administrative costs to 12% of the total fiscal year grant award. Administrative costs are defined as: administrative personnel costs including fringe and indirect costs. Indirect costs must meet State approved guidelines for indirect, must be described in the corresponding budget narrative, and cannot duplicate line item direct costs. For all 21 st CCLC programs, the use of an external evaluator is allowed but not required. The cost of the external evaluation must not exceed an amount equal to 3% of the total grant award in a given fiscal year. Beginning with programs whose initial program year is fiscal year , extended learning opportunities may be provided during the regular instructional day, however no more than 10% of the total fiscal year grant award can be allocated to extended learning time during the instructional day. Extended Learning Time through ESEA Waivers A growing number of policy makers and educators recognize that the standard school calendar does not meet the needs of all students. Research suggests that students who attend under-performing schools that have longer school schedules for targeted academic support achieve at higher levels than students who are not exposed to additional learning time. ELT provides a greater opportunity for LEAs and schools to develop schoolwide instructional strategies that align core academics, enrichment, and family engagement with instructional goals and desired outcomes. As defined for purposes of flexibility under the ESEA, ELT is the time that a local educational agency (LEA) or school extends its normal school day, week, or year to provide additional instruction or educational programs for all students beyond the State-mandated requirements for the minimum number of hours in a school day, days in a school week, or days or weeks in a school year (see question #B-24a in the ESEA Flexibility Frequently Asked Questions at SEAs and sub-grantees, including LEAs, CBOs, and other eligible entities, must meet all 21 st CCLC requirements when using program funds to support ELT. The optional 21 st CCLC waiver, as requested by SEAs under ESEA flexibility, only affects when services provided with 21 st CCLC funds may be delivered. Therefore, in a State that has received ESEA flexibility and, as part of its request, a waiver of the requirement to provide activities outside the regular school day, authorized activities under the 21 st CCLC program may be implemented during the school day as well as before school, after school, on weekends, and during the summer. Absent ESEA flexibility and the optional waiver, 21 st CCLC services must be provided outside the regular school day. All other provisions of the 21 st CCLC program remain unchanged. For questions or clarification on cost limits, please contact your 21 st CCLC Program Administrator. NOTE: The activities that are allowable under the 21 st CCLC program do not change; only the time at which they may be offered changes (see Section 4205(a) of the ESEA). 7 P a g e

8 BUDGET PREPARATION As a general rule, program funds may be used only to cover costs that (1) comply with the approved grant application and budget and (2) are reasonable and necessary for the proper and efficient performance and administration of the grant. A cost is reasonable if, in its nature, it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time that the decision to incur the cost is made. For more information, go to Note: Fiscal year budgets are not considered approved until an award letter has been received by the sub-grantee from DPI. Sub-grantees must be able to demonstrate the extent to which the costs are reasonable in relation to the number of students and adults to be served and the correlation to the anticipated results and benefits. A corresponding narrative should be submitted with each budget or subsequent budget amendment to clearly explain the purpose of the direct or indirect cost. (Appendices A and B) All items included in the budget must clearly relate to the program implementation activities described in the program design section of the approved grant. No item should be identified in a budget that has not been explained in the corresponding program narrative. Budget amendments within a given fiscal year are allowed, however modifications to DPI-approved fiscal year 21 st CCLC budgets (Form 208) require a DPIapproved budget amendment (Form 209) and corresponding narrative. Uniform Chart of Accounts All budgets must be developed and submitted using the most updated NC DPI Uniform Chart of Accounts (COA) for PRC 110. The COA is accessible via the Financial and Business Services Division of NCDPI at: The account code structure consists of four dimensions. The dimensions are: 1) fund, 2) purpose, 3) program report code, and 4) object: 1) Fund Code - consists of one numeric digit. The fund is an independent fiscal accounting entity with a self-balancing set of accounts. (e.g., federal fund code is 3). 2) Purpose Code - consists of four numeric digits and describes the purpose for which the activity exists or the type of balance sheet account. (e.g., function code). 3) Program Report Code (PRC) - consists of three numeric digits. The program report code describes the funding for a particular activity. (e.g., PRC 110 for 21 st CCLC programs). 4) Object Code - consists of three numeric digits. The object is the service or commodity obtained as the result of a specific expenditure. (e.g., Teacher's Salary is code 121; Instructional Supplies is code 411). Uniform Education Reporting System The Uniform Education Reporting System (UERS) is the required accounting system specification and process designated by the state to help ensure uniform, standard and accurate reporting of fiscal data on the use of funds. The fundamental objective of the UERS is to provide a simple process of reporting expenditures in a public education environment. Grantees will be required to adhere to the UERS accounting system expectations. 1) Cash Requests The deposit of federal funds will be made directly to a local bank account by electronic transfer through a program offered by the Office of the State Treasurer. Every fiscal agent that is a non-lea 8 P a g e

9 must complete this State Treasurer's form. The State will assign a unique banking vendor number and process the form with the State Treasurer's Office. In order to practice sound fiscal management of cash, it is necessary that cash balances from the bank account be reconciled with those at DPI on a monthly basis. 2) Expenditure Reporting Expenditures must be reported to DPI. Each approved fiscal agent will be assigned a unique number identifier (i.e., Unit Number) that must be included on each expenditure record submitted to the state. Non-LEAs must have prior approval from DPI before purchases are made. LEAs are expected to receive approval in BAAS (formerly BUD). 3) Budget Amendment/Revision Budget amendments/revisions (changes to the budget) can be submitted anytime during the approved grant period. Budget amendments along with appropriate justification narrative and programmatic change (if applicable) should be sent to the DPI 21 st CCLC Program Administrator for review and approval. DPI staff will verify that the request meets with the requirements of the grant. 9 P a g e

10 REIMBURSEMENT PROCEDURES 21stCCLC funded grants operate on a reimbursement basis under Program Report Code (PRC) 110 as outlined in the Allotment Policy Manual. 21stCCLC funds cannot be used as an advance or income. Reimbursement funds are allotted in a given fiscal year in three installments: 34%, 34% and 32% of the total funds in a fiscal year. Verification of student attendance is required in order to access reimbursement funds. LEAs access PRC 110 funds via the BUD/BAAS electronic system which monitors line item expenditures. Non-LEAs access PRC 110 funds via the Expenditure Reporting and Cash Application for Education Centers (ERaCA) system. Both LEA and Non LEA 21stCCLC sub-grantees are required to maintain up to date and accurate fiscal expenditure and reimbursement documentation that includes: Signed certified time/effort sheets by both employee and supervisor; Evidence of payroll by pay period which may include cancelled checks or electronic transfers; Dated invoices aligned to approved budget line items and; Evidence of all paid expenditures, including the date funds were accessed to reimburse the expenses. NOTE: Sub-grantees are expected to maintain up to date, accurate, and accessible fiscal records. At any time, NC DPI may call for evidentiary documentation in support of line item fiscal expenditures. Reimbursement Requests on the ERaCA System In order for Non LEAs to access the Expenditure Reporting and Cash Application for Education Centers (ERaCA) electronic database, a North Carolina Identity Management ID (NCID) account is needed. Please access the training material on: How to Obtain an NCID, Subscribe to the ERaCA system, and Working in the ERaCA system under Education Centers/21 st CCLC at the following link: NOTE: Sub-grantees are allowed to submit one ERaCA expenditure reimbursement request per week. Please allow up to 10 business days for the funds to transfer from ERaCA to the fiscal agent s indicated bank account. Expenditure Reporting Beginning January, 2013, each 21 st CCLC program that requests cash reimbursement through the ERaCA electronic process must submit copies of documentation for expenditures to the NC DPI on a monthly basis. Monthly reconciliation and corresponding documentation must be aligned to the ERaCA submissions within a given month. Non LEA sub-grantees should submit copies of documents, not originals, which include: Date(s) reimbursement funds were accessed via eraca Invoices indicating date paid, check number, and line item charged Payroll registers including employee job title, rate of pay, and pay period Paid receipts Type of reimbursement Bank statements indicating cancelled checks Credit card statements Other documents as needed to match cash requests for the ERaCA submission The ultimate purpose of these submissions is to verify that there is proof of purchase for the requested reimbursement. To verify expenditure reimbursement, please be sure to, write the check number on invoices/statements submitted, the date paid, and the line item budget code (eg ) to which 10 P a g e

11 the expense is being charged. For payroll, please be sure to indicate the job title, rate of pay, and payroll period for each employee. A sample expenditure tracking form may be found in Appendix H. Documentation may be scanned and sent via (preferred), faxed, or submitted via the postal service. Submit copies (i.e., NOT originals) of the requested documentation to: Richard Trantham North Carolina Department of Public Instruction Federal Program Monitoring and Support 6351 Mail Service Center Raleigh, North Carolina Richard.trantham@dpi.nc.gov (919) FAX NOTE: All 21 st CCLC sub-grantees (i.e., LEAs and non-leas) are expected to maintain original copies of documentation verifying expenditures charged to the 21 st CCLC program. Accurate and up-to-date fiscal documentation must be easily accessible for monitoring and audit purposes. At any time, NC DPI may call for evidentiary documentation in support of line item fiscal expenditures. 11 P a g e

12 FINANCIAL MANAGEMENT Standards Whether LEA or Non LEA, EDGAR, 34 CFR 80 specifies the fiscal requirements for 21 st CCLC grants, sub-grants and the associated agreements with state and local governments and the financial standards to be maintained. Standards for financial management systems that must be maintained for all 21 st CCLC sub-grantees include: Effective control and accountability for all grant and sub-grant cash, real and personal property, and other assets. Grantees and sub-grantees must adequately safeguard all such property and must assure that it is used exclusively for 21 st CCLC. An up to date annual inventory must be maintained for all equipment purchased with 21 st CCLC funds. Equipment, goods, or services that are cost shared must match the percentage of use with the percentage charged to the 21 st CCLC grant. Equipment, goods, and services purchased 100% with 21 st CCLC funds must be used exclusively for 21 st CCLC. Actual expenditures must be compared with the budget for each grant or sub-grant. Accounting records must be supported by such source documentation as cancelled checks, paid bills, payrolls, time and attendance records, contract and sub-grant award documents, etc. EDGAR does not stipulate a particular kind of accounting system. However, it is not sufficient to record that $5,000 was spent on equipment. The accounting system must maintain $5,000 was spent on a computer from ABC Company, the date of the purchase, and the line item charged. Spreadsheet programs, especially for smaller sub-grantees, are usually sufficient so long as they provide clear indications of cost, dates of purchase, line item charged, date paid and date 21 st CCLC reimbursement funds were accessed. Procurement Per EDGAR guidelines, significant purchases (procurement transactions) such as equipment as well as subcontracts for services must be conducted in a manner to provide open and free competition. Procurement transactions must consider price, quality, service, and other factors important to the subgrantee. It is important to record the details of procurement transactions and have a process in place to ensure open competition for bids, avoid conflicts of interest, and ensure contract agreements are implemented with fidelity, (EDGAR, 34 CFR 80.36). As detailed earlier in this manual, awards or contracts may not be made to any debarred or suspended party. Personnel Activity Reporting The purpose of the personnel activity report (PAR) is to certify, with an employee signature and verify with a supervisor s signature, that the employee s salary paid from the 21 st CCLC grant funds is commensurate with his/her percent of effort worked on the 21 st CCLC grant. There are different requirements depending on the type of organization. 12 P a g e

13 The time and effort reporting requirements for a non-profit organization are defined in Circular A-122 and are as follows: Multiple Cost Objectives Monthly Report Signed by employee or supervisor After the fact Account for 100% of time Single Cost Objectives Monthly Report Signed by employee or supervisor After the fact Account for 100% of time The time and effort reporting requirements for a state or local government are defined in Circular A-87. A for-profit organization has the same reporting requirements as a state or local government as defined by the State of North Carolina. The requirements are as follows: Multiple Cost Objectives Monthly Report Signed by employee After the fact Account for 100% of time Single Cost Objectives Semi-annual Report Signed by employee or supervisor After the fact Account for 100% of time The time and effort reporting requirements for an institute of higher education are defined in Circular A-21 and are as follows: Non-professional Staff Monthly Report Signed by employee or supervisor After the fact Account for 100% of time Professional Staff Semi-annual Report Signed by employee or supervisor After the fact Policies and Procedures In addition to program policies and procedures, written fiscal procedures that align to local, State and federal policies must be in place. As applicable, staff must be trained on sub-grantee fiscal policies and procedures with sign in sheets to verify training attendance. The policies and procedures should include job descriptions and how the sub-grantee: assigns and tracks duties; avoids conflicts of interest and open competition in procurement and sub-contracting; vendor payment; inventory; payroll time and distribution; ERaCA, BUD/BAAS and records retention. Fidelity Bonds Prior to making cash requests, all non-leas that are not public entities (e.g. FBO, CBO, Non-Profit, For- Profit) * must submit a current copy of the organization s fidelity bond for approval. Fidelity bonds must be approved prior to making cash requests. A fidelity bond is a form of insurance protection that covers policyholders for losses that they incur as a result of fraudulent acts by specified individuals. In general, it insures a business for losses caused by the dishonest acts of its employees. 13 P a g e

14 In order to obtain the necessary approval, non-lea sub-grantees must be aware of the following: 1) The name on the bond and the fiscal agent of the grant must be the same. 2) Face value of the bond must be for at least the amount of the grant in a given funded fiscal year cycle. 3) The Insuring Agreement must include Funds Transfer, including Electronic Fund Transfer coverage. 4) In order to continue receiving funds, the bond must be renewed each year for the funding amount available to the grantee for that fiscal year. 5) The bond must cover all of the employees, finance officers, bookkeepers, principals, Board Members, etc., that are involved in any aspect of the project s finances, such as purchasing of supplies/materials, writing checks, processing payroll, etc. 6) The bond must stay in effect for the entire period of the grant. 7) While the bond may specify a deductible, it may not limit the number of times claims may be made. The total amount paid will be the amount of the bond. 8) When submitting the fidelity bond for review, include all contact information, including the name of the fiscal entity awarded the grant, the name of the approved 21 st CCLC project, the fiscal agent s telephone number and address, the 21 st CCLC unit number (as assigned by DPI), and the organization s federal tax ID number. * Non-LEAs that are public entities, (e.g. IHEs, municipalities) are exempt from the annual fidelity bond requirement if they include PRC 110 in their annual internal fiscal auditing process. These sub-grantees must annually submit a letter on letterhead and signed by the fiscal agent/designee that 21 st Century Community Learning Center funds are including in the annual internal auditing process. Electronic Payment Form As a convenience and benefit to non-lea sub-grantees, the State of North Carolina offers sub-grantees the opportunity to receive future payments electronically, rather than by check. Payments will be deposited into the checking or savings account of the sub-grantee s choice. In addition to having the money deposited electronically, sub-grantees will be notified of the deposit either by fax or by . The fax or will provide organization officials with all the information that would normally be on a check stub. To receive payments electronically, grantees must print and complete the vendor electronic payment form along with a voided check, (Appendix C). NOTE: All non-leas must submit a request for electronic payment prior to making cash requests. Federal System for Award Management (SAM) As per federal guidelines, all sub-grantees in North Carolina are required to register and annually update the account with the federal System for Award Management (SAM) electronic database. A Dun and Bradstreet number and tax id number (EIN or TIN) are required. The SAM support desk is available to assist throughout the process which may take up to 14 business days to complete. When registering, ensure you have completed all components of the SAM registration process so please stay alert for updates prompting you to complete the process. As a reminder for Non LEAs, the fiscal agency that applied for and was awarded the grant is the entity that should be registered in SAM. Failure to register and maintain an active SAM account will result in suspension of funding. NOTE: To demonstrate compliance, all non-lea sub-grantees must submit the Dun and Bradstreet number annually to NCDPI. 14 P a g e

15 NC Grants Reporting All Non LEA sub-grantees are required to annually complete the reporting requirements to NC Grants. (General Statues of North Carolina 143C-6.23) This reporting is done electronically on There are three levels of reporting. The reporting level and timeline for a grantee is determined by the amount of Federal and State monies received. For level one and two, reports are due six months after the sub-grantee s fiscal year ends (see Appendix F). For level three, reports are due nine months after the grantee s fiscal year end. NOTE: Failure to comply with reporting requirements will place the sub-grantee s 21 st CCLC grant funds in suspension. Audit All LEA and Charter Schools grantees are required to submit an audit each year of their financial statements, not later than October 31st, to the Local Government Commission of the State Treasurer Office. This audit must include the 21 st CCLC program, (see Appendix G). The audit shall be conducted by a certified public accountant (CPA) that has been approved and certified by the Local Government Commission (LGC) as qualified to audit local government accounts. The audits must be performed in accordance with generally accepted auditing standards (GAAS) and the financial statements must be prepared in conformity with general accepted accounting principles (GAAP). 15 P a g e

16 TERMINATION OF GRANTS The State Board of Education (SBE) is ultimately responsible for administration of sub-grants at the local level. When there are issues that prohibit the sub-grantee from administering the 21 st CCLC program within requirements, sub-grantees will first be provided with technical assistance to correct areas of non-compliance. Consultants are available to assist with identifying how the sub-grantee may be able to make fiscal and/or programmatic improvements. If technical assistance efforts do not result in full compliance, NC DPI may recommend to the SBE a termination of the 21 st CCLC grant. (a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) (m) (n) (o) NC DPI may recommend termination of a 21 st CCLC grant to the SBE, in whole or in part, to a subgrantee before the end of the grant period if the sub-grantee has: 1) materially failed to comply with the terms and conditions of the grant; 2) failed to comply with SEA policies; or 3) or failed to comply with state or federal law. When recommending the termination of a grant in whole or in part, NC DPI shall send written notification by certified mail to the sub-grantee that NC DPI is proposing to terminate the grant award for nonperformance or noncompliance. Written notification is provided at least thirty (30) days prior to sending a formal recommendation for termination to the SBE. The notification shall include, at a minimum: (1) the reason(s) for initiating the termination; (2) the effective date of the proposed termination; and (3) an explanation that the sub-grantee may forego the termination process by electing to withdraw from the 21st CCLC grant program. The sub-grantee has fifteen (15) days from receipt of the notification to respond in writing to NC DPI indicating its objection to the proposed termination. The written objection shall include: (1) a response to each reason listed for the proposed termination; (2) an explanation why the finding is faulty or based upon excusable conduct; and (3) if the sub-grantee wishes to appear personally to present its objections. If NC DPI does not receive a written objection in a timely manner, then the proposed termination is considered unopposed and may be presented at the next meeting of the SBE for final action. If the sub-grantee submits a timely written objection, NC DPI will forward the recommendation along with the objection to the SBE for placement on the agenda for the next regular SBE meeting. If the sub-grantee has requested to make a personal appearance, the request will be forwarded to the chair of the appropriate committee who will place the item on the agenda for the next regular committee meeting. If a sub-grantee is terminated for noncompliance/nonperformance, it cannot reapply for a 21st CCLC grant that would begin at any point during the four consecutive school years after the termination action. NC DPI shall be liable only for payment in accordance with the provisions of the 21st CCLC grant award for services rendered prior to the effective date of the termination. A sub-grantee has the right to request a hearing if it alleges that NC DPI violated a State or Federal statute or regulation when it terminated the 21st CCLC grant of the sub-grantee. A sub-grantee may submit to NC DPI a written request for a hearing within thirty (30) days of the action of the SBE. Within thirty (30) days after NC DPI receives the request for a hearing, NC DPI shall hold a hearing on the record and shall review its action. The hearing may be conducted by a hearing officer. No later than ten (10) days after the hearing NC DPI shall issue its written ruling, including findings of fact and reasons for the ruling. 16 P a g e

17 (p) If NC DPI determines that NC DPI s action was contrary to State or Federal statutes or regulations that govern the 21st CCLC program, NC DPI shall rescind its action. Appendix A: INSTRUCTIONS FOR COMPLETING FORM FPD 208 (BUDGET FORMS) PAGE 1: APPROVED BUDGET 1. Program Report Code (PRC) Program ESEA Title IV-B. 3. LEA/Grantee Name Enter name here. 4. LEA Code/Non-LEA Unit Number Enter three-digit code assigned to LEA or non-lea. 5. Project Number Eight digits: (FY PRC LEA#) 6. Project Approval Date For State Agency Use Only. 7. Approved Budget Amount The total of your PLANNING ALLOTMENT. 8. Project Period Enter the fiscal year Beginning Date and Ending Date of the project. 9. Account Classification Enter Account Description. 10. Account Code Enter the PRC - See Number 1 above. Enter the appropriate Account Codes to be budgeted. Example Line Item: Approved Budget Enter the budget for each Account Code on the form. 12. Signatures for LEA s Superintendent An original signature and the date are required. or Finance Officer: PAGE 2: APPROVED BUDGET (Continuation page to be used if necessary. See items 9-11 above). PAGE 3: SUMMARY OF BUDGETED POSITIONS 1. Account Code Enter the eleven digit budget code as outlined in the Uniform Chart of Accounts (Ex ) 2. Number of Positions Number of personnel to be employed. 3. Position Description: The most recent DPI Uniform Chart of Accounts description. 4. Percent Assigned To Project Of the total employee time, the percent of time each employee works in the 21 st CCLC project. For example: 1 director position at 50%; 12 teacher positions at 25%; 5. Number of Months Assigned To Project Numbers of months positions are assigned to the project. For example: 12 tutor positions for 10 months, 1 director position for 12 months 6. Budgeted Dollars The estimated yearly salary and benefits for the identified position. Budgeted dollars should take into consideration the total number of positions, percent employed, the months assigned, and administrative cap of 12%. 17 P a g e

18 FPD 208 (R 5/01) DEPARTMENT OF PUBLIC INSTRUCTION 301 N. WILMINGTON STREET RALEIGH, NORTH CAROLINA INITIAL AWARD AMOUNT PROGRAM REPORT CODE # 110 LEA Name LEA Number Project Number XXX Fiscal Year Budget Amount PROJECT PERIOD: Beginning: Ending: PROGRAM : ESEA Title IV-B ACCOUNT CLASSIFICATION WITH DESCRIPTION OF EXPENDITURES (i.e., Professional Development Parent Ed training) 3-XXXX-050-XXX ACCOUNT CODE APPROVED BUDGET Total Grant Funds Signature of LEA Superintendent/Finance Officer/Administrator Date STATE USE ONLY (SIGN FOR APPROVAL ONLY) Program Administrator Date 18 P a g e

19 FPD 208 (R 5/01) ACCOUNT CLASSIFICATION WITH DESCRIPTION OF EXPENDITURES (I.e. Professional Development Parent Ed training) 3-XXXX-050-XXX ACCOUNT CODE APPROVED BUDGET Total Grant Funds 19 P a g e

20 FPD 208 (R 5/01) SUMMARY OF BUDGETED POSITIONS Account Code Number of Positions Position Description Percent Assigned To Project Number of Months Assigned To Project Dollars *PAR Forms are required for employees who are paid from more than one funding source. **Certification Statements are required for employees paid 100% from grant funding. 20 P a g e

21 Appendix B: SAMPLE 21STCCLC BUDGET NARRATIVE Hours and Dates of Operation: September 13, 2013 May 23, :00 pm 6:00 pm M-F (1) Director weeks/29 $27,840 Duties: Develop policies/procedures corresponding manual, and deliver staff development Recruit, hire, train, and monitor staff members for the program Maintain all aspects of financial management system including expenditure reports and payroll Maintain open communication with board of directors, parents, staff members and subcontractors Assist staff members with academic plans, research and plan educational field trips Make sure that the building and equipment is safe for the students use Market the program to the community Be the liaison between 21 st CCLC, feeder schools, and general community Recruit donations from the community Ensure grant strategies are implemented according to indicated timelines by identified persons Recruit volunteers Assist with the evaluation of the program Prepare oral and written reports about the activities being held at the site Attend local and state workshops and meetings pertaining to 21 st Century programs Ensure all State and federal guidelines are maintained (1) Office Support weeks/20 $6000 Duties: Filing, correspondence, ensuring time sheets are signed Provide a system retrieval, protection, and retention of records Welcome and greet all visitors, staff, and students Attend weekly staff meetings Field questions regarding the program Support Program Director and teacher-tutors Prepare newsletters and photograph events for the day Maintain calendar of events and important deadlines Maintain the in-house monitors for parents to view Assist with the preparation of reports Trained on, collect and upload CFDC 4 Teachers Budgeted $86, hrs. per week x 36 weeks x 4 teachers x $20.00 per hour Duties: Delivery academic support programming according program guidelines Prepare weekly reports for the director as to the progression of each student Take attendance, deliver daily formative assessment, and exit tickets for home/feeder school Attend weekly staff meetings 21 P a g e

22 Create a culture of learning with student centered hands on experiences Ensure grant deliverables are implemented Complete weekly reports for the parent(s) or guardians about the students accomplishments Accompany your students on field trips whenever possible 4 Teacher Assistants Budgeted: $34, hrs. x 36 weeks x 4 assistants x $8.00 per hr. Duties: Assist teachers in the classroom, prepare rooms prior to student/teacher arrival, monitor bathrooms, assist with snacks Research best practices and support teachers in formative and summative assessments Take attendance, attend weekly staff meetings, ensure grant deliverables are implemented Supplies Budgeted $2, students in program for 36 weeks, average.50 per child Items Needed: Pencils, paper, crayons, dry erase markers, planners Outside recreational materials such as outside chalk, jump ropes, music and various types of recreational balls Facility Rental Rent Budgeted $18,900 Fiscal agent rents entire space at $3,500 per month. Only 60% ($2,100) of entire monthly rental space ($3,500) is used each month by 21 st CCLC. So, $2,100 per month x 9 months of 21 st CCLC program operation is $18,900 charged to 21 st CCLC (copy of lease attached). Fiscal agent is responsible for remaining non-21stcclc (40%) use of space costs. Indirect Utilities Budgeted $ 2,160 Indirect costs will be allocated to power and water which are not included in the monthly rental agreement. Only the portion of utilities (60% each month over 9 months) used for 21 st CCLC programming will be charged to 21 st CCLC. Average monthly power and water bills are $400 / month. So, 60% ($240) of total utilities ($400) each month are used by 21 st CCLC. So, $240 per month x 9 months of 21stCCLC program operation is $2,160. The remaining 40% of power and water use is non-21stcclc related and fiscal agent is responsible for this portion of utilities. 22 P a g e

23 Appendix C: BUDGET AND PROGRAMMATIC AMENDMENT FORM Grantee Name: Project Director: address: Unit /Cohort Number: Phone Number: Fax number: Complete the form for any proposed budget and/or programmatic amendments. Submit completed forms to the appropriate DPI Program Administrator. NOTE: If there is a Project Director change, please provide his/her contact information including telephone, fax, , and mailing address with a copy of his/her resume. RFP REFERENCE: Refer to section(s) and page(s) of the original grant application. Indicate the page number and paragraph in the grant where the language proposed for change can be found. APPROVED RFP: State the current language in the most recently approved grant. PROPOSED AMENDMENT: Describe the amendment to reflect proposed changes. This may include either deletion or addition to the original language, but should clearly state the intent of the change. RATIONALE: Provide the rationale for the change to the grant. Please provide background information that will explain why the change(s) are being made. IMPLEMENTATION: Discuss how the amendment will be implemented and how it is consistent with the goals and objectives of the grant. BUDGET JUSTIFICATION: LEAs and non-leas must submit an FPD 209 form. LEAs must not submit the amendment in the BUD system prior to an approval. If applicable, provide a detailed/estimation of the cost associated with the amendment. Describe from which line item(s) funds will be moved in order to accommodate the change. Grant Amendments must be signed in blue ink by the grant s Fiscal Agent, Joint Applicants (if applicable), and Superintendent/CEO. My signature below indicates that I have read and approved the requested amendments being made to the most recently approved grant application. (Fiscal Agent or Authorized Designee) (Date) (Joint Applicant, if applicable) (Date) (Superintendent or CEO) (Date) Submit completed form via to your 21 st CCLC Program Administrator. FOR STATE AGENCY USE ONLY Request Status (check one) Approved Disapproved 21 st CCLC Program Administrator: Date: 23 P a g e

24 FPD 209 AMENDMENT REQUEST # PROGRAM REPORT CODE # 110 PROGRAM: ESEA Title IV B Organization Name Approved Budget Amount LEA/Unit Number Approved Budget Amount PROJECT PERIOD: Beginning: Ending: ACCOUNT CLASSIFICATION XXXX- XXX-XX ACCOUNT CODE APPROVED BUDGET Increase Decrease APPROVED REVISED BUDGET COLUMN TOTALS FPD P a g e

25 (R 5/01) ACCOUNT CODE NO. OF POSITIONS CHANGES TO BUDGETED POSITIONS POSITION DESCRIPTION PERCENT ASSIGNED TO PROJECT NO. OF MONTHS ASSIGNED BUDGETED DOLLARS Original Revised Original Revised Submitted by: Signature of LEA Superintendent or Finance Officer Date FOR STATE AGENCY USE ONLY Request Processed (Circle One): Yes No Signature of Federal Grant Administrator Date Please submit this amendment and all attachments directly to the 21stCCLC Program Administrator that serves your program: ( 25 P a g e

26 Appendix D: ELECTRONIC PAYMENT FORM Office of the State Controller Return to: Federal Program Monitoring Attention: Richard Trantham Address: 6351 Mail Service Center Raleigh, NC Fax: VENDOR ELECTRONIC PAYMENT FORM New Add Request Change Existing epay Account Unit Number For your convenience and benefit, the State of North Carolina offers payees the opportunity to receive future payments electronically, rather than by check. Your payments will be deposited into the checking or savings account of your choice. In addition to having the money deposited electronically, you also will be notified of the deposit either by fax or by . The fax or will provide you with all the information that would normally be on your check stub. To receive payments electronically, you must print, complete this form, attach a voided check and return both to the address above. PRINT the following information. Payee Name: Federal ID #/SSN #: Bank Name: Bank Routing Number: Checking Acct #: FAX or ADDRESS for payment notification. (Place a check mark in front of the method that you prefer.) address: FAX Number: Authorized Signature: Print Name: Title: Savings Acct #: Remit Address(es) For Applicable Acct(s): Date: ATTACH VOIDED CHECK I acknowledge that electronic payments to the designated account must comply with the provisions of U.S. law, as well as the requirements of the Office of Foreign Assets Control (OFAC). Check one of the following: I affirm that, regarding electronic payments the State of North Carolina may remit to the financial institution for credit to the account that I have designated, the entire payment amount is not subject to being transferred to a foreign bank account. I affirm that, regarding electronic payments the State of North Carolina may remit to the financial institution for credit to the account that I have designated, the entire payment amount is subject to being transferred to a foreign bank account. I understand that any electronic payments that may be remitted to me may be labeled with IAT as the standard entry class. I acknowledge that availability of funds credited to the account will be subject to my receiving financial institution s policies and procedures. I also understand that the remitting agency may elect to remit future payments to me via paper check instead of electronically. I authorize the Office of the State Controller to initiate direct deposit entries each pay period, and if necessary, adjustments for any direct deposit entries in error, to the financial institution and account identified on the attached certification document. I understand and accept the conditions of participation in the direct deposit program. This authority will remain in effect until I cancel it in writing. SIGNATURE: DATE: 26 P a g e

27 Appendix E: VOLUNTARY REDUCTION OR TERMINATION OF GRANT AWARD Grantee Name Unit Number Year of Award A 21 st Century Community Learning Center (21 st CCLC) 21 st grantee may initiate termination or reduction of its grant award by submitting written notification to the Federal Program Monitoring Section. The notification shall state the reason(s) for initiating the reduction or termination process and the effective date of the reduction or termination. Please indicate below if the request is for termination or reduction of funds. I. Request for termination of 21 st CCLC Funds The grantee would like to voluntarily terminate its grant award. Reason: II. Request for reduction of funds and attendance targets. The grantee would like to voluntarily reduce the amount of the funds and attendance targets for one or more centers. Revised Attendance Targets (for each center if applicable): Reason: (Printed Name of Grantee Official) (Signature of Grantee Official) (Date of Request) Submit completed requests via to your DPI Program Administrator 27 P a g e

28 Appendix F: CHECKLIST FOR THE FIRST 60 DAYS OF THE 21 ST CCLC GRANT The checklist outlines requirements and other information that must be completed within the first 60 days of grant approval by the State Board of Education. In continued years of funding, the checklist should serve as a reminder of requirements to address prior to opening the program for students. For documents submitted to NC DPI, include program name and program unit number on all correspondence in the subject line. First 30 Days Fiscal Guidelines Complete and submit to your DPI Program Administrator o Budget Form 208 using appropriate codes from the Chart of Accounts. o Electronic payment form (new programs only or if account information changes) including tax ID number and year end date o Fidelity Bond (non-lea s only) covering the full annual amount of the grant o Signed Assurances, signed by fiscal agent o Evidence of SAM compliance and as applicable NC Grants Send contact information along with a list of all site locations ( any programmatic/fiscal changes to your DPI Program Administrator Funding is released when all items are submitted and approved. Within days - Program Guidelines Review the 21 st CCLC Fiscal Guidance and Standards and Procedures Handbook Implement marketing/advertising program Establish staff policies and procedures with dissemination plans Hire appropriate staff o Develop job specific job descriptions and salary requirements for the 21 st CCLC o Conduct interviews o Complete background checks Train staff on policies and procedures o Confidentiality requirements o Emergency/safety procedures such as child abuse reporting, emergency evacuation, internet use safety, health emergency procedures, student drop off and pick up o Student registration o Attendance, sign-in, sign-out procedures o Student files (grades, test scores, health requirements) Assess technology and equipment requirements Develop student/parent handbook with dissemination plans o Student registration o Attendance, sign-in, sign-out procedures o Student files (grades, test scores, health requirements) o Expectations for student behavior and consequences for inappropriate behavior o Emergency/safety procedures o Parent involvement plan Establish timeline for regular communication with community/school partners Prepare for open house 28 P a g e

29 Appendix G: REPORTING REQUIREMENTS OF N.C. GENERAL STATUTE 143C-6.23 This handout applies to all nongovernmental organizations receiving grants from the State. Grantees must comply with all rules and reporting requirements established by statute or administrative rules. The applicable prescribed requirements are found in North Carolina General Statute 143C-6-22 & 23 entitled "Use of State Funds by Non-State Entities and 09 NCAC 03M , North Carolina Administrative Code. G.S. 143C-6-23 requires every nongovernmental entity that receives State or Federal pass-through grant funds directly from a State agency to file annual reports on how those grant funds were used. There are 3 reporting levels which are determined by the total direct grant receipts from all State agencies in your fiscal year: Level 1: Less than $25,000 Level 2: At least $25,000 but less than $500,000 Level 3: $500,000 or more A grantee s reporting threshold may change from year to year. A grantee s reporting date is determined by its fiscal year end and the total funding received directly from all State agencies. For those grantees receiving less than $500,000, the due date is 6 months from its fiscal year end. For those receiving $500,000 or more, the due date is 9 months from its fiscal year end. In addition to the reports, grantees receiving $500,000 or more must submit a yellow book audit in electronic or hard copy to the Office of the State Auditor and to all funding State agencies at the addresses below. All annual grantee reports required by GS 143C-6-23 must be completed online at without exception. The online reporting system will automatically place your organization on the Noncompliance list if your reports have not been completed in by your required due date. To access the online grants reporting system go to and click on the LOGIN tab at the top of the page. You must have a NCID to access the online reporting system. To obtain a user manual or request assistance with the system please go to You can also requests for assistance directly to NCGrants@osbm.nc.gov. Once you have logged in you will see your Grantee Summary / Data Entry Screen : -Your summary screen will identify your correct level of reporting, i.e., Level 1, 2 or 3, based on the State grant funds paid to your organization during your fiscal year. -The summary will show all the grants contained in the system that have been awarded to your organization. The program will automatically provide links to the reports that correspond to your reporting level, and only those reports, for each grant. Check to make sure that the grant(s) shown in the system correspond with what you show as having received from each agency for your fiscal year. -If you have questions, need help in resolving any differences between your records and online reporting system or need corrections to be made to the data you enter send an to NCGrants@osbm.nc.gov to request help. 29 P a g e