Capital Equipment Applications for FY 2007 and FY 2008 Workshop

Capital Equipment Applications for FY 2007 and FY 2008 Workshop

August 23, 24, 29, 2006August 23, 24, 29, 2006

Let’s Review. . .What is Capital Equipment?Let’s Review. . .What is Capital Equipment?

Capital Equipment DefinitionHigher accountability than the past to

ensure state bond regulations are met Major equipment purchase Must have at least a five-year life cycle Item should be repairable, instead of throwing

away when brokenPurchases for Instructional Equipment under

Function Code 1000Purchases only under Object Codes 615,

616, 730, 734, and maybe 612

Let’s Review. . .What is the Purpose of Capital Equipment Funds?

Let’s Review. . .What is the Purpose of Capital Equipment Funds?

To provide funding for large essential equipment for CTAE labs in new school buildings.

To provide large essential equipment for CTAE programs in newly-remodeled labs.

To provide large essential equipment for CTAE programs for new programs.

Consider Possible Funding Sources When Opening a New Lab/Facility

FTE Funds

Perkins Grant Funds

SPLOST Funds

Capital Outlay Funds

Business

Partners

Local Funds

Capital Equip. Funds

??? ??? ???

Planning for New Program Needs

1. Teacher (# of Students)

2. Prof. Dev. For Teachers

3. Curriculum (which courses)

4. Approved Facility Plan (architectural plan)

5. Supplies, furniture, small expendable equip., inst. materials, software

6. Instructional Equipment

1. FTE

2. State Funds, Perkins, GVSDC, College Courses

3. GaDOE website, State Staff, State Bd. Rule

4. Capital Outlay, SPLOST, Local (no CTAE funding)

5. FTE ($313 per FTE +media), Perkins

6. State Bonds, Perkins, FTE, Local, Bus. Partners

So…your system has applied for FY 2007 equipment grant funds…..here are the next five (5) steps:

So…your system has applied for FY 2007 equipment grant funds…..here are the next five (5) steps:

Capital Equipment Grant Processing

Step 1:“Equipment Grant Agreements”

Capital Equipment Grant Processing

Step 1:“Equipment Grant Agreements”

LOOK for FY 2007 Equipment

Agreements to arrive!

LOOK for FY 2007 Equipment

Agreements to arrive!

Equipment Grant AgreementsNo equipment grant is official until this

document is sent to the local system superintendent

Official document emailed to Local System Superintendents from Dr. Ida Love, GaDOE (see next page)

The Equipment Agreement Also Indicates:The Equipment Agreement Also Indicates: The type of grant (Agricultural or Vocational) The School Name for the grant The Program Name for the grant Important assurances and grant information

The new lab/facility construction will be completed

The teacher will be in place by August 2007

All equipment purchases will be completed by June 30, 2008

Example of an Equipment Grant

Agreement Form Example of an Equipment Grant

Agreement Form

Indicates the type of Equipment Grant that the local system will

receive and the program number of

the grant.

Indicates the type of Equipment Grant that the local system will

receive and the program number of

the grant.

Equipment Grant: Provides Appropriate Equipment Purchase InformationEquipment Grant: Provides Appropriate Equipment Purchase Information

Major instructional equipment items ONLY under these

object codes

Equipment Agreement Page 2: Indicates School Name, Program, Grant AmountEquipment Agreement Page 2: Indicates School Name, Program, Grant Amount

Equipment Agreement Page 2: Serves as official Superintendent approval of the grantEquipment Agreement Page 2: Serves as official Superintendent approval of the grant

Indicates Superintenden

t Approval

STUDY the Equipment Grant Agreement carefully as the document providesimportant equipmentgrant information

STUDY the Equipment Grant Agreement carefully as the document providesimportant equipmentgrant information

Capital Equipment Grant Processing

Step 2:“Add the Equipment Grant Titles to

the Consolidated Application”

Capital Equipment Grant Processing

Step 2:“Add the Equipment Grant Titles to

the Consolidated Application”

2nd Step: Add the equipment grant titles (example listed below) to the local system’s list of grants

2nd Step: Add the equipment grant titles (example listed below) to the local system’s list of grants

“Agriculture Const. Related Equipment – State Bonds”

grant title should be

added to CTAE Programs

OR, the “Vocational Const. Related Equipment-State Bonds” grant title should be added

Capital Equipment Grant Processing

Step 3:“Uploading Equipment Grant

Agreement Form”

Capital Equipment Grant Processing

Step 3:“Uploading Equipment Grant

Agreement Form”

3rd Step: Uploading Equipment Grant Agreements through the Consolidated

Application

3rd Step: Uploading Equipment Grant Agreements through the Consolidated

Application The Equipment Grant Agreement will be an

attachment to GaDOE Deputy Superintendent’s email to local superintendents.

Download the Equipment Grant Agreement(s) to your computer’s “C” drive.

Your local system should be absolutely sure that all parts of the Agreement are correct and will be carried out.

Upload the Agreement file to the Consolidated Application under the specific Equipment Grant Title i.e. Agricultural Const. Related Equipment - State Bonds i.e. Vocational Const. Related Equipment-State Bonds

Uploading Equipment Grant Agreements through the Consolidated Application (Step 3 continued)

Uploading Equipment Grant Agreements through the Consolidated Application (Step 3 continued)

After the Equipment Grant Agreement file is uploaded to the Consolidated Application website, the “Detail Budget” should be completed to add up to the Agreement amount

Notify GaDOE to add the “Allocation” amount by emailing lplan@doe.k12.ga.us

After uploading the Equipment Grant Agreement, check the Consolidated Application website periodically to see if the “Allocation” amount has been added to the Agreement. Note: Do not sign off until the “Allocation” amount

appears When the local system Superintendent signs off on the

Equipment grant, the Agreement becomes valid.

Capital Equipment Grant Processing

Step 4: “Purchasing of Capital

Equipment Items”

Capital Equipment Grant Processing

Step 4: “Purchasing of Capital

Equipment Items”

FY 2007 Equipment Grant Purchasing InformationFY 2007 Equipment Grant Purchasing Information Must be according to Equipment

Grant Agreement Guidelines Must be related to the Specific Grant

(Vocational or Agricultural) Purchases must be made between

July 1, 2006 and June 30, 2007

**Non-Allowable Equipment Non-Allowable Equipment Items Bond-Funded Items Bond-Funded Equipment GrantsEquipment Grants Supplies such as:

Gloves Wire brushes Pliers/screwdrivers Saw blades Ink cartridges/toner Staples Bits Binders Glue Sticks Home Soil Tests Label maker tape DVDs Name badges

Calculators Projector Bulbs Batteries

**CRITICAL INFORMATION – Items will NOT be funded.

The list to the right reflects EXAMPLES of disposable supplies and other purchases that are NOT eligible for reimbursement or

will cause reductions in reimbursements:

**Other Documentation Issues that are Not allowable by GSFIC:

Shipping/Handling/Freight Charges Installation Charges Service Contracts Annual Renewal Agreements Advanced Billing as “future” shipping Purchase Orders Estimates Statements with invoices listed but not provided Late Fees Training Warrantees

**Above ITEMS will NOT be FUNDED

Capital Equipment Grant Processing

Step 5:“Submitting Invoices for

Reimbursement”

Capital Equipment Grant Processing

Step 5:“Submitting Invoices for

Reimbursement”

Requesting Reimbursement for Bond Grant Funds through “GAORS” (Grant Accounting) by the local system financial person

Requesting Reimbursement for Bond Grant Funds through “GAORS” (Grant Accounting) by the local system financial person

FY 2007 FY 2007

Equipment Grant Purchase Documentation Requirements

Equipment Grant Purchase Documentation Requirements

Invoices for Equipment purchases must be scanned into PDF format and uploaded to the Grants Accounting website

Invoices must be both legible and readable

Invoices must be detailed Purchase orders nor paid checks should

be scanned Scan no more than 10 invoices at a time

Fiscal Year: System:

Programs (LEA - State Level ) Request For Reimbursement of Bonds Funds Programs (LEA - State Level ) Request For Reimbursement of Bonds Funds

Grant: Request of Funds Period: Grant Period: 02/ 01/ 2006 through 02/ 28/ 2006

Program/Grant Name Status Period

Agriculture Construction Related Equipment – 642-562-138 Approved 01/2006 Agriculture Construction Related Equipment – 642-562-138 Submitted 02/2006 Vocational Construction Related Equipment – 562-532-137 Approved 01/2006 Vocational Construction Related Equipment – 562-532-137 Submitted 02/2006

Add Grant/Fund Peroid

Program List

2006

Programs

Agriculture Construction Related Equipment – 642-562-138

601 Appling County

All02/200603/200604/2006

Invoice Attachment Audit

Select the “Request for

Funds Period”

Select the “Program

/Grant Name”

Note the Status of each grant (Approved, Submitted) under the

Program Tab.

Check the Status of the Grant, select the “Fund Period” and Grant Name

Fiscal Year: System: 601 Appling County

Programs (LEA System View : School System Level Request For Reimbursement of Bonds Funds Programs (LEA System View : School System Level Request For Reimbursement of Bonds Funds

Grant: Request of Funds for Period: Grant Period: 02/ 01/ 2006 through 02/ 28/ 2006

Program/Grant Name Status Period

Agriculture Construction Related Equipment – 642-562-138 Approved 01/2006 Agriculture Construction Related Equipment – 642-562-138 Submitted 02/2006 Vocational Construction Related Equipment – 562-532-137 Approved 01/2006 Vocational Construction Related Equipment – 562-532-137 Submitted 02/2006

Add Grant/Fund Peroid

Program List

2006

Programs

Agriculture Construction Related Equipment – 642-562-138 02/200603/200604/2006

Add

Next, select the “Add” button

Status: New Payment Request Local ID: XXXX Grant: Agriculture Construction Related Equipment – 642-562-138 Fiscal Year: 2006 System Name: Appling County System Number: 601

State Project Number: 101 Grant Period: 02/ 01/ 2006 through 02/ 28/ 2006 LEA Fund Code: 100 LEA Program Code: 100 Request of Funds for Period: 02/ 2006 Approved Budget: $30,000.00

GSFIC Approved Amount: $2,500.00 Grant Funds Received from the Previous Period: $ZZ,ZZZ.99 Bond Series: 2005C & 2006A

Description:

Upload File:

Item # Uploaded File Description 1 ABC Catering Service.PDF

AttachmentAttachment

ATTACHMENT PRINT SIGNOFF

ABC Catering Service.pdf BROWSE

SUBMIT

Invoice Upload Details

First, click the “Browse” button to see the invoice in the Upload file.

Then, Click the “Submit” button to Upload the file

to GaDOE

Under the Invoice tab, the scanned Invoice details

should be reviewed and then select “Add” button

Status: New Payment Request Local ID: Grant: Agriculture Construction Related Equipment – 642-562-138 Fiscal Year: 2006 System Name: Appling County System Number: 601

State Project Number: 101 Grant Period: 02/ 01/ 2006 through 02/ 28/ 2006 LEA Fund Code: 100 LEA Program Code: 100 Request of Funds for Period: 02/ 2006 Approved Budget: $30,000.00 Grant Funds Received through the Previous Period: $ZZ,ZZZ.99

Sequence No.: Invoice Number: Invoice Total:

Vendor Name: Date Item Received: Program Code:

Object Code: Paid from other Sources: Amount to be reimbursed:

Seq. No. Invoice No. Vendor Name Date Received Invoice Total Paid from other Sources Amt. to be Reimbursed Object/Program Cd.

Invoice Data Entry - SubmitterInvoice Data Entry - Submitter

Certification Please be advised that the amounts you drawdown must be spent within the months requested

I certify, by processing this payment request, that the funds are being expended within the month for which The funds were requested for the purpose and condition of the grant agreement.

AttachmentAudit Trail

2/26/2006

$2,500.00

$2,500.00

XYZ Catering Service

Autogen 1024

$0.00

Add

Invoice List

111 1023 ABC Catering Service 1/20/2006 $1, 500.00 $ .00 $1,500.00 100/2000112 1024 XYZ Catering Service 2/26/2006 $2, 500.00 $ .00 $2,500.00 200/3000

200

Programs Invoice

3000

Enter Text

PRINT SAVE SIGNOFF (SUBMITTED )

The local system authorized person should click on the

“Certify” checkbox to ensure that funds will be

expended within the month requested.

Status: New Payment Request Local ID: Fiscal Year: 2006 System Name: Appling County System Number: 601

State Project Number: 101 Grant Period: 02/ 01/ 2006 through 02/ 28/ 2006 LEA Fund Code: 100 LEA Program Code: 100 Request of Funds for Period: 02/ 2006 Approved Budget: $30,000

Grant Funds Requested this Period: $ZZ,ZZZ.99 Bond Series:

Sequence No. Invoice Number Invoice Total Vendor Name Date Received Amount to be Reimbursed

Grnats Accounting View Grnats Accounting View

111 1023 $1, 500.00 ABC Catering Service 1/20/2006 1,500.00 112 1024 $2, 500.00 XYZ Catering Service 1/26/2006 2,500.00

2005C & 2006A

PRINT SAVE SIGNOFF (SUBMITTED ) REVISE

GAORS (Grant Accounting) will add the correct

Bond Series Numbers

The CTAE Staff at DOE will be able to view the local system Invoice Total

Status: New Payment Request Local ID: XXXX Grant: Agriculture Construction Related Equipment – 642-562-138 Fiscal Year: 2006 System Name: Appling County System Number: 601

State Project Number: 101 Grant Period: 02/ 01/ 2006 through 02/ 28/ 2006 LEA Fund Code: 100 LEA Program Code: 100 Request of Funds for Period: 02/ 2006 Approved Budget: $30,000.00

Grant Funds Received through the Previous Period: $ZZ,ZZZ.99 Bond Series: 2005C & 2006A

Seq. No. Invoice No. Vendor Name Date Received Invoice Total Paid from other Sources Amt. to be Reimbursed Object/Program Cd.

Program Manager/ CTAE View - Review Program Manager/ CTAE View - Review

111 1023 ABC Catering Service 1/ 20/ 2006 $1, 500.00 $ .00 $1,500.00 100/ 2000112 1024 XYZ Catering Service 2/ 26/ 2006 $2, 500.00 $ .00 $2,500.00 200/ 3000

PRINT SAVE REVIEW REVISE

Attachment Audit trailInvoice

Grants Accounting will approve the Invoice Information and send for final approval to

GSFIC Status: New Payment Request Local ID: Fiscal Year: 2006 System Name: Appling County System Number: 601

State Project Number: 101 Grant Period: 02/ 01/ 2006 through 02/ 28/ 2006 LEA Fund Code: 100 LEA Program Code: 100 Request of Funds for Period: 02/ 2006 Approved Budget: $30,000.00

GSFIC Approved Amount: $2,500.00 Grant Funds Requested this Period: $ZZ,ZZZ.99 Bond Series: 2005C & 2006A

Sequence No. Invoice Number Invoice Total Vendor Name Date Received Amount to be Reimbursed Amount Approved Description

GSFIC View – Invoice ApprovalGSFIC View – Invoice Approval

111 1023 $1, 500.00 ABC Catering Service 1/20/2006 1,500.00 112 1024 $2, 500.00 XYZ Catering Service 1/26/2006 2,500.00 $1,000.00

$2,500.00

PRINT SAVE SIGNOFF (APPROVED) REVISE

GSFIC approval or rejection of invoices will be visible to all parties

Status: New Payment Request Local ID: Grant: Agriculture Construction Related Equipment – 642-562-138 Fiscal Year: 2006 System Name: Appling County System Number: 601

State Project Number: 101 Grant Period: 02/ 01/ 2006 through 02/ 28/ 2006 LEA Fund Code: 100 LEA Program Code: 100 Request of Funds for Period: 02/ 2006 Approved Budget: $30,000.00 Grant Funds Received through the Previous Period: $ZZ,ZZZ.99

Sequence No.: Invoice Number: Invoice Total:

Vendor Name: Date Item Received: Program Code:

Object Code: Paid from other Sources: Amount to be reimbursed:

Reason for changes: Seq. No. Invoice No. Vendor Name Date Received Invoice Total Paid from other Sources Amt. to be Reimbursed Object/Program Cd.

(Invoice Edit)(Invoice Edit)

Certification Please be advised that the amounts you drawdown must be spent within the months requested

I certify, by processing this payment request, that the funds are being expended within the month for which The funds were requested for the purpose and condition of the grant agreement.

AttachmentAudit Trail

Autogen 1024

Invoice List

Programs Invoice

Enter Text

PRINT SAVE SIGNOFF REVIEW REVISED

111 1023 ABC Catering Service 1/20/2006 $1, 500.00 $.00 $1,500.00 100/2000112 1024 XYZ Catering Service 2/26/2006 $2, 500.00 $.00 $2,500.00 200/3000

Enter Text

Time for Questions/Comments???Time for Questions/Comments???