For new users to the Grants Management System, please visit the Document Library, found in the main menu of the New GME.

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1 Quick Reference Guide Fresh Fruit and Vegetable Program FY16 Funding Application Fresh Fruit and Vegetable Program Period 1 (FY16) Fresh Fruit and Vegetable Program Period 2 (FY16) For new users to the Grants Management System, please visit the Document Library, found in the main menu of the New GME. (See below) The Document Library contains general user guides for the grants system, various program area guidance and instructions as well as webinar presentations.

2 FY16 Application Changes For FY16 Fresh Fruit and Vegetable Program Period 1 and Period 2 applications, the budget format has been updated to mirror the same process used for all other applications in the new GME. In addition to assistance available from Grants Management and Program Area staff, users should now be able to utilize internal resources within their individual districts/schools, as district business and finance staff will be familiar with this application budget process. On the Sections page of each funding application please note the following page addition: This new page provides a chart of Object/Function code categories and related narrative for guidance in the budgeting process. Please click on the Sections page link to this chart and review prior to beginning the steps outlined below. Entering Budget Data Follow these steps to enter new line item budget data in any application. 1) Ensure the Application is in "Draft Started" status or else no data can be entered. (You will know the status is correct when looking at the Budget page you can see Modify links to the left of individual line items). 2) For Fresh Fruit and Vegetable Program Period 1 a Grant Application must be added for each school site applying for funding. In drop-down under grant name, click on Add Grant Application. (NOTE: For Fresh Fruit and Vegetable Program Period 2 proceed to Step 4)

3 3) On the Add Grant Application page select Building (school site) and click Save. You will be returned to Sections page and selected school will now appear in application drop-down. Repeat steps 2 and 3 to add additional schools as applicable. (Please contact Grants Management if school site needed is not listed). 4) On Sections page click on the Budget link to be directed to the Budget page. a. For Fresh Fruit and Vegetable Period 1: Select individual school site from drop-down menu on Sections page to open Budget Page for each school site. (Repeat for each site to be budgeted). b. For Fresh Fruit and Vegetable Period 2: No additional step required, simply click on the Budget link to open Budget Page for the application. Fresh Fruit and Vegetable Program Period 1 Fresh Fruit and Vegetable Program Period 2

4 5) On the main Budget page, click on the Modify link next to the line item where you need to enter budget data. This will take you to the Budget Detail page. (This is the same for both Period 1 and Period 2 applications) 6) On the Budget Detail page you will see a primarily blank page with some calculated fields in gray that you cannot change. You must click on the Add Item link in order to enter new budget data. 7) Once you have created the line item by clicking on Add Item, you may enter budgeted dollars in an Object/Function code combination. (Refer to chart found on FFVP Object and Function Codes page click on page link from Sections page). a. Enter budgeted dollars in the appropriate cell as shown below. DO NOT enter or change data in any of the other available cells.

5 b. Enter narrative information. A narrative description must be entered or the page cannot be saved. (For questions specific to type of narrative to be entered, please contact Program Area). c. Use drop-down to continue to budget for all applicable Object Codes, clicking on the Add Item link for each new budget line needed. Enter total cost and narrative description for each new line item created.

6 8) Once updating of line item is complete, be certain to click on the Save or Save and Return button to save your work before you navigate to another line item or other page. (Clicking Save will save your work and keep you on the current page; clicking Save and Return will save your work and return you to the main Budget page). 9) On the main Budget page the amount shown as Adjusted Allocation will display as $0.00 and the amount shown as Remaining will continue to show as a negative number until the application is approved, if applicable. (For applications not approved and awarded all amounts on this page will revert to $0.00).

7 10) Save and Go To the Sections page and complete any additional pages required as well as complete and upload applicable Related Documents. 11) For the Fresh Fruit and Vegetables Period 1 application, there are additional pages/sections as noted below which must be completed for each school site prior to submitting the application: (Questions relating to information contained/required within each section should be referred to Program Area). Once all sections have been completed and all applicable Related Documents have been uploaded the application can be submitted for Program Area review.

8 Submitting Completed Funding Application To submit application the following steps should be taken: 1) Ensure that Application Status has been moved through to LEA Authorized Representative Approved. (Status changes can only be made by those who have been assigned the appropriate roles in the Grants Management system). Draft Started to Draft Completed Draft Completed to LEA Business Manager Approved LEA Business Manager Approved to LEA Authorized Representative Approved LEA Authorized Representative Approved = Submitted to ADE

9 2) If you are unable to change status of application due to Validation Error, click on Messages link in Validation column of Sections page. You will be directed to any Validations Messages page which will display Validation Errors and Warnings. a. On the Validation Messages page review any items noted as Error. (Errors will prevent you from submitting application; Warnings will not prevent submission but may require attention if applicable). Clicking on the message itself will take you to the location in the application requiring correction. For additional assistance within the new GME system, please contact the Grants Management group as follows: (844) or local (602)