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MCESA Grants Review

Beatrice Begay Federal and State Grants Specialist

Completion Reports
According to the Arizona Department of Educations Business Rules, any school district that the County Superintendent of Schools Office has fiscal responsibility for, 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.

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

Completion Report Example

ADE Disbursements Carryover Funds

Cash on Hand Interest Earned Other

Comments

Completion Report Example Contd.

This is where expenditure amounts are entered at a detailed level. The page will automatically total at the bottom.

Visions Agreement
In 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 with information 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.

Visions General Ledger Report Menu

Cash Balances Report

Revenue/Expenditure Budget Balance Report AZ Grants Management Report

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.

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.

Cash Balances Report


Leave the parameters at their default for this report

A report like the one on the right will be generated

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:
(from the Revenue and Expenditure Budget Balance report)

$13,259.75 $(13,831.16)
_______________

Less Total Expenditures:


(from the AZ Grants Management report)

Calculated Cash Balance = Actual Cash Balance

$571.41 CR

Does it all match up?


If the calculated cash balance data equals to the actual ending cash balance data in Visions, then the data on the grant completion report can be reviewed for certification by MCESA.

Validation of Expenditures
To validate the Total Expended Amount on the completion report, the expenditure data in Visions must be in agreement with the information entered in ADE Grants Management.

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.

Other Revenues and Comments


The Other 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 be a detailed explanation and description of the grant project in the Comments/Explanation of Other Funds. 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

Cash on Hand Validation


The 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 Current Fiscal Year ADE Disbursement plus Carryover Funds less Total Expended Amount. Current FY ADE Disbursement: Carryover Funds: + $150,000 $25,000 __________ $175,000 Total Expended Amount:

$180,000 ___________ $(5,000)

Cash on Hand:

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.

Common Discrepancies
Here is a list of the most commonly found discrepancies that result in rejected completion reports. Be sure to check these areas to ensure accurate and successfully 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.

Completion Report Resources


Resources on how to correctly complete Completion Reports can be found through the following sites: MCESA Grants Webpage http://www.maricopa.gov/Schools/service-home.aspx?sid=16 ADE Grants Management Enterprise Webpage https://www.ade.az.gov/GME/default.asp

Clearing Out 9 Funds

MCESA Grants Contacts


MCESA prides itself on being, Known as experts, renowned for service. It is our pleasure to assist you with all of your grant questions. The following staff members can be contacted in relation to wonderful world of grants: Beatrice Begay Federal and State Grants Specialist (602) 506-7985 Beatrice.Begay@mcesa.maricopa.gov Candace Vis Business Services Supervisor (602) 506-3117 Candace.Vis@mcesa.maricopa.gov

Questions

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