The Oregon Department of Education. E-Grant Management System

Transcription

1 The Oregon Department of Education E-Grant Management System CUSTOMER USER GUIDE Page 1 of 34

2 EGMS CONTACTS Phyllis Reynolds, Grants Coordinator Procurement Services Oregon Department of Education 255 Capitol Street NE Salem, OR Phone: (503) Fax: (503) Su Fennern, Security Officer Procurement Services Oregon Department of Education 255 Capitol Street NE Salem, OR Phone: (503) Fax: (503) It is a policy of the State Board of Education and a priority of the Oregon Department of Education that there will be no discrimination or harassment on the grounds of race, color, sex, marital status, religion, national origin, age, sexual orientation, or disability in any educational programs, activities or employment. Persons having questions about equal opportunity and nondiscrimination should contact the State Superintendent of Public Instruction at the Oregon Department of Education, 255 Capitol Street NE, Salem, Oregon 97310; phone ; or fax Page 2 of 34

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4 EGMS Customer User Guide Contents Page Section 1 OVERVIEW. 2 Section 2 MAIN MENU... 2 Section 3 WEB CLAIMS. 3 Section 4 WEB GRANT SOURCE. 8 Section 5 WEB REPORTS. 10 Section 6 WEB SUB GRANT. 24 Click the EGMS picture to move back to the previous screen. Do NOT use the back button. Using the back button causes Server Errors and by using the EGMS picture, the server errors will be avoided. Page 4 of 34

5 Section 1 - OVERVIEW The Department of Education (ODE) determined in 2003 that they needed to centralize their grant management systems in order to effectively monitor and administer their grants and sub grants. The Department of Education consolidated three stand-alone systems into one uniform, central E-Grant Management System (EGMS). ODE requests that you review the data in EGMS and verify that it is accurate and mirrors your records. If you find any discrepancies, please notify the Grant Manager or Grant Staff associated with the sub grant. Section 2 - MAIN MENU Welcome to EGMS! Below is the Main Menu. There are four main functions to choose from: Web - Claims Web Grant Source Web Reports Web Sub Grant Page 5 of 34

6 Section 3 WEB CLAIMS: In order for the Claims Main Function to show on your screen, you will need to be identified as a Claim Administrator. To have this designation, your Superintendent or Agency Head must have signed and submitted a Claim Administrator form to the EGMS Administrator. If you have been designated and registered as a Claim Administrator, the Claims Statement task will be available. Page 6 of 34

7 The first step is to select the office within ODE that awarded the subgrant from which you wish to request funds. Once the office is selected, all the subgrants awarded by that office will appear. Press the Edit button for the subgrant you wish to request funds from. Page 7 of 34

8 The information you need to enter is: Page 8 of 34

9 Enter Y if final claim: ONLY if this is the final claim you will be submitting, put a Y in the block, otherwise, leave it blank. Period Covered: This is in the format of MM/DD/YYYY. This is the last day you expended funds and are now submitting a claim for. Claim Amount: This is the amount of funds you have expended and want reimbursed for. DO NOT ENTER A NEGATIVE OR ZERO NUMBER TO SUBMIT TO ODE. VERIFY THE CLAIM INFORMATION IS CORRECT BEFORE IT IS SUBMITTED. ALL CORRECTIONS MUST BE MADE THROUGH THE EGMS ADMINISTRATOR OR THE GRANT STAFF AT ODE. EXAMPLE: Once the claim is completed, click the submit button: You will see this message Page 9 of 34

10 You must click OK to submit your claim If the submission is successful, EGMS will provide the statement Your claim has successfully been submitted to ODE. Notice that once the balance is zero, the subgrant is no longer visible on the Claim Statement. If a claim is submitted for an amount greater than the balance available, EGMS will provide the statement The claim amount you input is greater than the balance available. Page 10 of 34

11 After the claim is submitted, the transaction can be viewed on the Financial Detail Screen. Go to Web Sub Grant, Sub Grant List, click the Select button for the subgrant, go to the bottom of the Detail Screen and click on the Financial Detail button. The claim can be found as the last entry of the Element Summary Block in the middle of the screen. Section 4. WEB GRANT SOURCE There are two tasks to choose from for Web Grant Source. Page 11 of 34

12 a. The first task is Grant Source List. This is a general list of grant opportunities. ODE staff populates this list from various sources. 1. Status: The status tells you if the opportunity is current based on the closing date. In the future we will have sorting features so you can view archived opportunities also. 2. Subject Area: The ODE staff input a subject to try and give the reader an idea of the type of grant it is. 3. Created By: This is the ODE staff entering the grant opportunity. 4. Grant Source Description: This is a broader overview of what the grant is focusing on. 5. Source Fund Type: This identifies if the funds are private, state or federal. 6. Eligibility to receive funds: Sometimes 6 and 7 contain the same information. This would list the eligibility requirements. 7. Who can apply: This would list who could apply, although sometimes this information is listed in number Comments: Any additional comments not listed in the other fields would be put here. Page 12 of 34

13 9. Issue Date: The day the grant opportunity was advertised. 10. Closing Date: The day the grant opportunity closes. 11. None: Some grant opportunities are open continuously and don t specify issue and closing dates. If the grant opportunity doesn t have a closing date, then this block would be marked. 12. Link to Grant Source: This is the most important part of the grant opportunity. This is a link to where the actual grant opportunity resides on the Internet. By clicking this link, you will get the actual information. Section 5 WEB REPORTS There are four reports that you can view and print: 5.1 Audit Report 5.2 CFDA 5.3 Claim Report 5.4 List of Subgrants Page 13 of 34

14 5.1. Audit Report - You have a Sub Grant Period Selection Box (see red arrow ). By selecting the month and year on the drop down menu s (see following two screens), the period can be changed to capture the data needed. Page 14 of 34

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16 The Audit Report contains the following information: SubGrant Number - The unique identifier for the subgrant issued by ODE from EGMS. Grant Title The name of the subgrant issued by ODE from EGMS. CFDA Number - The Catalog of Federal Domestic Assistance gives access to a database of all Federal programs available to State and local governments (including the District of Columbia); federally -recognized Indian tribal governments; Territories (and possessions) of the United States; domestic public, quasi-public, and private profit and nonprofit organizations and institutions; specialized groups; and individuals. The number identifies the program. Start Date The day the subgrant was awarded. End Date The day the subgrant ends. SubGrant Award Amount The amount of the award is the original award plus supplement(s) minus reduction(s) minus liquidation(s). Claims Submitted (expended) This is the amount that was claimed by the subgrantee for funds expended. Revenue Received These are funds received by the subgrantee. Balance This is the amount of funds remaining. Page 16 of 34

17 Return to Web Reports. Page 17 of 34

18 5.2. CFDA - This report will list the subgrants that originated with federal grants. The report provides: CFDA Number: Catalog of Federal Domestic Assistance program number Subgrant Number: This is the unique identifier for the subgrant issued by ODE from EGMS. Year: This is the fiscal year the subgrant was awarded. Award Type: This is the federal name of the grant the subgrant resulted from. Awarding Agency: This is the federal agency that administers the grant. Grant Type: This is the name ODE has given the subgrant. Page 18 of 34

19 Return to Web Reports. Page 19 of 34

20 5.3. Claim Report - A claim report can be printed by subgrant, by month or for a fiscal year. Page 20 of 34

21 Select the subgrant number from the drop down and click the Display button: The claims submitted for the subgrant will be listed. The Subgrant Claim Report provides: Subgrant Award Title, Award Amount, CFDA Number, Beginning Date, End Date, Revised Ending Date, Final Date for Submission of Claims, Subgrant Number, Title, Final Claim, Date Received, Date Approved, Period Covered and Claim Amount. Page 21 of 34

22 To select the claims by month, select the month from the drop down: Then select the year from the drop down list: Page 22 of 34

23 Then click the Display button: The claims submitted in that month and year will be displayed. The report for Claims Submitted by Month provides: Month, Year, Subgrant Number, Title, Final Claim, Date Received, Date Approved, Period Covered and Claim Amount To select the claims by fiscal year, select the year from the drop down and click the Display button: Page 23 of 34

24 The claims submitted in that fiscal year will be displayed. The report for Claims Submitted by Fiscal Year provides: Fiscal Year, Subgrant Number, Title, Final Claim, Date Received, Date Approved, Period Covered, and Claim Amount. Return to Web - Reports Page 24 of 34

25 5.4. List of Subgrants - All subgrants awarded are listed. Page 25 of 34

26 Modify your selection: To view all subgrants, click All Offices. To view subgrants issued by a specific office, click Select Office and a drop down menu of the offices by whom, subgrants have been issued will appear. All, Open or Closed subgrants can be listed. All fiscal years can be viewed or Select Year can be clicked and a drop down will appear so the specific year can be selected. See following two screens: Page 26 of 34

27 Go back to Main Menu: Page 27 of 34

28 The last main function is the Web - Sub Grant. Section 6 WEB SUB GRANT: The selection criteria are: Select Fiscal Year Range Select Sub Grant Status Select Office Range The default is all open subgrants Page 28 of 34

29 The Sub Grant List has the following: View The Select button takes you to the detail and financial screens for the selected subgrant. FY This is the fiscal year of the subgrant. Recipient Institution This is the recipient of the subgrant. Award Type This is the name ODE has given to the subgrant. Sub Grant # This is the unique identifier for the subgrant issued by ODE from EGMS. Award Amount This is the original award amount. Status This identifies if the subgrant is open or closed. When the Select button is clicked, the following screen appears: Page 29 of 34

30 The Subgrant Detail Screen provides the following: The title of the subgrant, which identifies what the grant is for. Sub Grant Number This is the unique identifier for the subgrant issued by ODE from EGMS. Created By This is the Grant Staff that entered the subgrant data into EGMS. CFDA Number - Catalog of Federal Domestic Assistance program number. Grant Status Active means it s Open. Fiscal Agent Vendor Information EGMS requires the Vendor Number (Tax Identification Number) and the mail code to expedite payment. If the customer has direct deposit, then EGMS will automatically pull that number in from our State Financial Management System (SFMS). If the customer does not have direct deposit, the customer needs to verify what mail code ODE is using and ensure it is the correct mail code. A mail code, other than the direct deposit mail code, is selected by the Grant Staff and Grant Manager. General Comments for This Subgrant Type - The Grant Staff enter a comment in this block when it applies to all subgrants. Page 30 of 34

31 Additional Specific Comments for This Subgrant Type The comment that appears here is for that specific subgrant only. Award Type ODE title that identifies subgrant. Fiscal Agent This is the party responsible for submitting claims and managing the funds for the recipient of the subgrant. County This is the county where the Fiscal Agent is located. Award Recipient This is the recipient of the subgrant award. Grant Manager This is the ODE staff that administers the grant and resulting subgrants. ODE Staff Contact Sometimes the Grant Manager has a contact other than themself who can assist the subgrantee. If so, their name will appear. If not, the Grant Manager s name will appear here also. Fiscal Year This is the fiscal year the subgrant was awarded. Beginning Date This is the date the subgrant was awarded. Ending Date This is the date the subgrant ends. Revised Ending Date If the Grant Manager revises the ending date due to carryover or other reasons, the ending date will be revised and shown here. Final Date for Submission of Claims This date is usually 45 days after the ending date. Make sure all your claims are submitted on or before this date. The subgrant will not show on the Claim Statement once this date has passed. Reports Due This block will show what Program and Financial Reports are due, when they ve been received and when they ve been approved. If a carryover report is due, it will be tracked here also. As a note ODE is still getting used to this feature and we haven t yet excelled at getting all the report dates entered. Since you will be able to view these, please notify us when you submitted your report and we have not entered the data in EGMS. Financial Detail Select this button when you want to view the Financial Detail Screen. Back to Source List Select this button when you want to view the list of subgrants. Page 31 of 34

32 This block provides the subgrant number, the award type (title given by ODE) and states if this subgrant is carryover eligible and if so, if approval if needed. This is the Claim Tracking Summary. It lists the ODE tracking number for the claim and the amount of the claim. At the bottom it gives the total amount of claims submitted and the total amount of the claims submitted. This is the Allocation Summary. Any transaction that occurs is going to be identified in this summary. The original award, any supplements, reductions, liquidations or claims will be shown. This is the Element Summary. Every transaction is identified: Tracking Number This is an internal number the programmers use. Date Received This is the date the transaction is entered into EGMS. Date Approved This is the date the transaction is approved in EGMS. Amount This is the amount of the transaction. Period Covered This is the month and year the transaction applies to. Page 32 of 34

33 Warrant Issue Date This is the day that the Department of Administrative Services cuts the warrant (check). Index Number This a number we use internally to identify the funds to be used in connection with the transaction. Warrant Number The number of the warrant will show when the check has been sent. Comments Many transactions have comments that will appear to identify what the transaction was for. Frozen The Grant Staff have to batch the transactions before they go to Accounting to be processed. A Y in this column means the transaction was batched and sent to Accounting. A N means it has not been batched. Batch Number The batch number is system generated by EGMS. Batch Date - This is the date that the Grant Staff print the batch documents and send the batch to Accounting. This is the Index Summary. It gives the totals of all the types of transactions. Page 33 of 34

34 The red arrow is pointing to the Sub Grant Contacts. The Grant Staff enter the contacts from the Applications submitted to ODE. If this information is not correct, contact the Grant Staff and tell them what information needs to be changed. The blue arrow is pointing to the Multiple Participant list. On this example, there are none. If some were listed, it would show the participants and the amount awarded to each one. At the bottom the number of participants and a total amount would be shown..end. Page 34 of 34