MCESA Grant Completion Report Handout

7/29/2019 MCESA Grant Completion Report Handout

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MCESA Grants Review


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Completion Reports

According to the Arizona Department of Educations Business Rules, any school

district that the County Superintendent of Schools Office has fiscal responsibilityfor, must submit their completion reports with ample time during the 90 day period

after the grant close to the County School Superintendents Office for approval prior

to approval from the ADE.


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7 Pieces of Information Reviewed by MCESA

Total Expended Amount

Current Fiscal Year ADE Disbursements

Carryover Funds

Cash on Hand

Interest Earned

Other

Comments/Explanation of Other Funds


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Completion Report Example

ADE Disbursements

Carryover Funds

Cash on Hand

Interest Earned

Other

Comments


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Completion Report Example Contd.

This is where

expenditure amounts

are entered at a

detailed level. The

page will automatically

total at the bottom.


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Visions AgreementIn order for the MCESA Office to approve a school districts completion report, all of

the areas from the completion report (the 7 areas just discussed), must agree withinformation that MCESA staff obtains from the school districts Visions reports.

Visions Reports Used to Verify Completion Report Agreement:

AZ Grants Management Report

Revenue and Expenditure Budget Balance

Cash Balances

*Date ranges used are July 1, 2010 through the end of the current month.


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Visions General Ledger Report Menu

Cash Balances Report

Revenue/Expenditure

Budget Balance Report

AZ Grants

Management Report


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AZ Grants Management Report

Select the fund account(s)

Enter the date range

Select the Current FY Only box

A report like the one to the

right will be generated.


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Revenue and Budget Balance Report

Select the date range

Select the Revenues box

Select the fund account

A report like the

one to the right

will be generated.


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Cash Balances Report

Leave the parameters at

their default for this report

A report like the

one on the right

will be generated


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The Number Crunching

The ending cash balances are then calculated by subtracting the total

expenditures from the total revenues for each general ledger report.

Example:

Total revenues: $13,259.75(from the Revenue and Expenditure Budget Balance report)

Less Total Expenditures: $(13,831.16)(from the AZ Grants Management report) _______________

Calculated Cash Balance = Actual Cash Balance $571.41 CR


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Does it all match up?

If the cash balance data equals to the ending cash

balance data in Visions, then the data on the grant completion report can

be reviewed for certification by MCESA.


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Validation of Expenditures

To validate the Total

Expended Amount on the

completion report, the

expenditure data inVisions must be in

agreement with the

information entered in

ADE Grants Management.


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Validation of Revenues

ADE Disbursements

Carryover Funds

The Current Fiscal Year ADE Disbursement, Carryover Funds, and Interest

Earned amounts on the revenue piece of completion report must be in agreement

with the Visions report information in order to validate.


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Other Revenues and CommentsThe amount on the completion report will typically be located on the revenue report

as a credit balance. If there is an amount in Other on the completion report, there must bea detailed explanation and description of the grant project in the

.

To validate the Comments/Explanation

of Other Funds section of the

completion report, there must be proof

in Visions (revenue account balance on

the Visions revenue report). The

information must be detailed enough for

ADE to determine the final funds

disposition.

Helpful documentation to include:

Grant project name

Fiscal year

Reason for additional funds


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Cash on Hand ValidationThe final area to validate is the Cash on Hand data on the completion report. The

Cash on Hand figure is a calculated amount. It is the net balance of the CurrentFiscal Year ADE Disbursement plus Carryover Funds less Total Expended Amount.

Current FY ADE Disbursement: $150,000

Carryover Funds: $25,000

__________

$175,000

Total Expended Amount: $180,000

___________


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Ending Cash Balance

For final validation of the ending cash balance on the completion report, the Cash on

Hand plus Interest Earned plus Other must be equal to the ending cash balance in

Visions.


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Common DiscrepanciesHere is a list of the most commonly found discrepancies that result in rejected

completion reports. Be sure to check these areas to ensure accurate andsuccessfully submitted completion reports.

There are open liabilities in the grant fund account.

There is a miscellaneous balance(s) in the fund balance account not reported on

the completion report (Other funds).

There is negative interest in the grant fund account.

The AZ Grants Management report does not capture all of the grant expenditure

data.

The Current FY Only box was not checked on the AZ Grants Management report.

The complete date ranges were not used to run the General Ledger reports.


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Completion Report ResourcesResources on how to correctly complete Completion Reports can be found

through the following sites:


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Clearing Out 9 Funds


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MCESA Grants ContactsMCESA prides itself on being, . It is our

pleasure to assist you with all of your grant questions. The following staff memberscan be contacted in relation to wonderful world of grants:

Beatrice Begay Candace Vis

Federal and State Grants Specialist Business Services Supervisor(602) 506-7985 (602) 506-3117

[email protected] [email protected]


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Questions

Documents

MCESA Grant Completion Report Handout