CSP Grant Budgets101- It’s the Magic

Number

DOE Grant Specialists

Charlene Burke (850) 245-0897charlene.burke@fldoe.org

BayDuvalEscambiaHillsboroughLakeLeonOrangeOsceolaPolkSanta RosaVolusia

Laura Pond(850) 245-5138laura.pond@fldoe.org

Broward GladesLee Manatee PinellasSarasota St. Lucie

Helen GiraitisInterim

(850) 245-9639helen.giraitis@fldoe.org

Miami-Dade

Allowable Expenditures

Project funds must be used for activities that directly support the accomplishment of the project purpose, priorities, and expected outcomes.

All expenditures must be consistent with applicable state and federal laws, regulations, and guidance.

Handout A

GeneralReporting Tips

To expedite the transition between phases andavoid time consuming errors:

•Make sure you are using the appropriate forms (Charter School Use Only)

•E-mail or fax DOE Forms to your Grant Specialist for review prior to submitting them to the Sponsor.

•Make sure to give yourself plenty of time well

BEFORE your project end date.

http://www.floridaschoolchoice.org/information/charter_schools/charter_general_Info_and_forms.asp

Timely Paperwork & Documentation

Phase Form Documentation

Planning (Phase 1)

DOE 101—Revised Budget  

Board Member ListApproved Charter Application

Implementation 1*(Phase 2)

DOE 150— needs 2 Original SignaturesDOE 101Itemized Expense Report* Schools that begin in Implementation 1 do not need to submit a DOE 150.

Completed Board TrainingSigned LeaseRequired Polices (Conflict of Interest, Lottery, Procurement)Completed Itemized Expense Report for Planning FundsObjective Documentation (Attachment J) End of Phase 1* Schools that begin in Implementation 1 must also submit the required Planning (Phase 1) documentation.

Implementation 2 (Phase 3)

DOE 150— needs 2 Original SignaturesDOE 101Itemized Expense Report

Completed Itemized Expense Report for Imp 1 FundsBoard Minutes with approval of revised policiesObjective Documentation (Attachment J) End of Phase 2

Handout B

Forms Checklist

Correct Forms?

Start of project phase – DOE 150, DOE 101

Project amendment – DOE 150, DOE 151

Charter School Forms?

DOE 150 has “Charter School Use Only,” and two required signatures.

Allowable Expenses?

Check against Allowable/Unallowable table.

Charter School Web Site

www.floridaschoolchoice.org/Information/Charter_Schools/

Budget Narrative

Items purchased must be included in theBudget Narrative Form

When completing the DOE 101/151 for budget narratives, be specific in Column (3) by including:

• Category• Use (grades, room, etc.)• Description• Quantity• Price Per Unit

Budget Narrative

(3)ACCOUNT TITLE AND NARRATIVE

Equipment: These items will be used for classroom instruction, grades K-5 (one classroom per grade level).Smartboards (6 @ $2,000)

Additional tips for completing the budget narrative.

What grades will be using the item?

What room will the furniture or equipment be used in?

What staff members will be attending the training? How many?

What is the name of the software?

What is the average cost per item? How many items do you wish to purchase?

Budget Narrative

Additional tips for completing the budget.Check your math:

• Verify the quantity of items purchased in a line is correctly multiplied by the average cost per item and the total equals the Amount in column (5).• Make sure the total of all amounts equals the Total Approved Amount for the budget period.

Budget Narrative

Refer to the Red Book(Financial and Program Cost Accounting and

Reporting for Florida Schools)

http://www.fldoe.org/fefp/redtoc.asp

Object Codes: Sections 4-3 to 4-10 Function Codes: 4-10 to 4-15

Item Categories

Inventory ManagementInventory Management

Item CategoriesCapital Outlays to purchase items expected to last more than one year that have 600- series object codes

Includes classroom/library furniture, computer hardware and software, classroom equipment, library books, all audio-visual purchases, etc.)

Materials and SuppliesIncludes all materials and supplies that support classroom and direct instruction.

Item CategoriesBudget Narrative Form: Mixed Coding -

NO!!!(1)

FUNCTION(2)

OBJECT(3)

ACCOUNT TITLE AND NARRATIVE

(4)FTE POSITION

(5)AMOUNT

5000 610 Library Supplies and Furnishings: 300 Library Books Approx $3.00 each/$900, 4 Tables @$250each, 14 Student Chairs @ $50 each, 1 Computer @ $250, 4 Bookshelves @$75each

$3,150

5100 520 Textbooks and Curriculum: “Dynamic Learning” curriculum package $500, Curriculum Training for K-5 Teachers (8 participants)100 Language Arts Textbooks K-5 @$45 each

$5,000

Item CategoriesBudget Narrative Form: Clear Descriptions, Proper Function/Object Codes--

(1)FUNCTION

(2)OBJECT

(3)ACCOUNT TITLE AND NARRATIVE

(4)FTE

POSITION

(5)AMOUNT

6200 610 Library Books: 300 Library Books Approx $3.00 each/$900

$900

6200 641* Library Furnishings: 4 Tables@$250,14 Student Chairs@$50, 4 Bookshelves@$75

$2,000

6200 643 Library Computer 1 Computer, Dell PC @$250 $250

5100 520 Textbooks: “Dynamic Learning” 100 Language Arts Textbooks K-5 @$45 each

$4,500

6400 310 Curriculum Training: “Dynamic Learning” curriculum package $500, Curriculum Training for K-5 Teachers (8 participants)

$500

YES!!!

The school is the grant recipient.

Build your own budget

Budget Game Instructions

1) Build a budget for the Implementation 2 phase of the CSP Grant.

2) Choose the proper form to build your budget on. You will be applying for the Implementation 2 phase of the grant. (Use the Forms Chart for assistance).

3) In the envelope your team has been given, sort out the allowable and unallowable expenses. Hint: Use Handout A for assistance.

4) Tape the allowable expenses to the budget.5) Check your math and make sure your budget adds up

to $75,000.

Multiple incorrect and Several Correct Answers.