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PED Capital Outlay Bureau. Accessing Capital Outlay Funds—The Process . Your Presenters. Antonio Ortiz—Director Chris Thweatt—Financial Coordinator Lisa Romero—Financial Coordinator . Goals. Learn key Grant Agreement components Understand the Notice of Obligation form - PowerPoint PPT Presentation
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PED Capital Outlay Bureau
Accessing Capital Outlay Funds—The Process
Your Presenters
• Antonio Ortiz—Director• Chris Thweatt—Financial Coordinator• Lisa Romero—Financial Coordinator
Goals• Learn key Grant Agreement components
• Understand the Notice of Obligation form
• Know timelines for submitting RfRs
• Become familiar with monthly reporting
Purpose:Review DFA Grant Agreement
• DFA Initiative
• Implemented by all state agencies
• Easier to track statewide appropriations
• Took effect in the 2010- 2011 school year
Step 1: Certification
A.•Certification form / STB • Questionnaire to PED for • each direct appropriation
B •Shows project’s budget • and timeline
C. •Submit when “ready to • proceed”
Step 2: Grant Agreement• Sent with the Certification form / STB Questionnaire • Issued for the appropriation amount (adjusted for AIPP)
• Executed when Grantee and PED have signed
• Finalized Grant Agreement will be sent to district/charter
Step 3: Notice of Obligation
• Encumber funds only after receiving this notice
• Submit Request to Obligate Funds form (formerly the Request for Project Plan Approval form)
• Include bids or quotes
Step 3: Notice of Obligation
• PED approval or disapproval letter
• Encumber the PED-approved expenditures
• Include a “non-appropriations” clause or termination clause in all contracts funded in whole or part by funds available in Grant Agreement
Provisions to Terminate the Grant Agreement
• Completion of project
• Non-appropriation
• Suspected mishandling of public funds
• Violation of terms of the agreement
Step 4: Requests for Reimbursements and
Reversions• For unreimbursed expenditures or liabilities ≥ $1,500
• At the end of the calendar quarter
• Submitted into OBMS within 20 days
• At the end of the fiscal year— submitted into OBMS within five days
Step 4: Requests for Reimbursements and
Reversions• Paid invoices—include reimbursement request form, proof of payment, invoice, and expenditure report
• Unpaid invoices—include reimbursement request form, invoice, and verification that vendor is in the SHARE system
Step 4: Requests for Reimbursements and
Reversions• Funds must be “expended” prior to the reversion or early termination date
• Expended—when goods and services are received by the grantee and/or services are rendered for the grantee
Purpose:Review DFA Grant Agreement
Direct Appropriations
signed into law by Governor
Districts/State Charters
accept/reject by June 1st
Certification / Questionnaires and Grant Agreement
sent to District/State Charter
District/Charter sends Certification / Questionnaire and
Grant Agreement to PED when the
project is ready to proceed
PED sends finalized Grant Agreement to
District/Charter
PED responds with NOB or disapproval
letter to District/Charter
District/Charter Submits RTOF with bids/quotes to PED
District/Charter uses NOB to make expenditures and
submit RfR
Step 5: Paperless Reporting
• Monthly paperless reporting
• District/charter submits reports into the Capital Projects Monitoring System (CPMS)
• Submit at: http://cpms.dfa.state.nm.us/login.aspx
• One user id and password per district/charter
Step 5: Paperless Reporting
• Report due on the last day of the month
• Final report due 20 days after completion of project
Summary: Where We’ve Been• Certification
• Grant Agreement
• Request to Obligate Funds form
• Notice of Obligation
• RfR
• Monthly Reporting
Revisit and Reflect
• What “a-ha’s” do you want to take with you?• What do you want to stay mindful of?• How did this overview help you?
Questions???