Grants Management Fiscal Processing

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Meet Our Fiscal Processing Unit:

The Processing Unit assists the Local Education Agencies (LEA) and entities in all their fiscal grant related processes. While providing the comfort of meeting fiscal needs, the Grants Processing Unit ensures the LEA’s and entity’s success! Processing can be counted on to complete claims, reimbursements, and completion reports in a timely fashion. Although processing is not a new unit, it is a growing unit indeed; as the team grows, as does the quality of the fiscal technical assistance provided to the LEAs and entities.

The list below is a snap shot of what processing does daily:

Application Revisions and Holds
Budget & Allocations
Completion Reports
General Fiscal Processing Frequently Asked Questions (FAQs)
Health and Nutrition Claims
Indirect Cost

Interest
Maintenance of Effort (MOE)
Refunds
Reimbursement Requests
Uniform Grant Guidance
Uniform System of Financial Records

General Fiscal Processing Frequently Asked Questions

For additional guidance, please refer to:

Health and Nutrition for further information on Health and Nutrition
Indirect Cost Rates for further information on Indirect Cost
Maintenance of Effort (MOE) for further information on Maintenance of Effort
Frequently Asked Questions for further instruction on grant processes
Training Resources for technical instructions on using the GME system

Application Revisions & Holds ( CFR 200.308 and CFR 200.338)

Budget revisions are required for items outlined in CFR §200.308. In addition, in order to update program detail or upload additional documents, a revision will also be required.

Please Note: Any changes to an allocation will also require a funding application revision.

Once a revision is started, it cannot be canceled. A revision needs to be completed and submitted, but the revision will have no changes to the funding application. It is advised for the organizations to contact the program area and notify them of a no change revision.

A hold will suspend an LEA's or entity's ability to receive funding. With questions about a hold, please contact Grants Management at (602) 542-3901.

There are four types of holds:

Programmatic Hold	Systematic Hold	Global Hold	Fiscal Monitoring Non-Compliance Hold
For programmatic reasons On specific years and grants To prevent the ability to submit a Reimbursement Request for the grant on which the hold was placed. Please Note: A Programmatic Hold is removed once the issue or concern has been resolved.	On specific year and grants or all grants If a Completion Report (CR) is not submitted within 90 days of the project end date If there is an outstanding refund after 30 days Please Note: A Systematic Hold will take 24 hours to be removed once the issue or concern has been resolved.	On all grants for specific years For an outstanding General Statement of Assurances (GSA) for an application year For an outstanding refund (include Interest refunds) For an outstanding completion report that has not been submitted within 120 days of the project end date For other miscellaneous reasons Please Note: A Global Hold is removed once the issue or concern has been resolved.	On all grants for specific years If any deadlines are not met If responses are not timely For other miscellaneous reasons Please Note: A Fiscal Monitoring Non-Compliance Hold will mimic a Global Hold. A Global Hold is removed once the issue or concern has been resolved.

This message will be prompted when:

Entitlement funds have not been waived. LEAs or entities who did not waive their allocation will need to submit a Completion Report.
There is a Completion Report from one of the prior fiscal years that has not been submitted within 90 days of the project end date of the funding application.

Reimbursement Requests (RRs) (CFR 200.305)

Enter the total amount of expenditures to date for each budget line item. The Grants Management Enterprise (GME) system will calculate the reimbursement amount based on the total amount of expenditures to date and the total amount of cash received. For more information on Reimbursement Request, click here.

This is often caused when the amounts on the Expenditure Details page have not been updated (0.00) or amounts input are not cumulative (negative). Re-check the Expenditure Details input and if the issue still exists contact Grants Management at (602) 542-3901, Option 2. For more information on Reimbursement Request, click here.

This could be one of two things:

The funding application may not be in Director Approved status. If it is not in Director Approved status, the application is not fully approved yet and funds are not available.
The last Reimbursement Request is not in a paid status. All prior Reimbursement Requests must be paid status before a new Reimbursement Request can be started.

For more information on Reimbursement Request, click here.

The warrant or Automated Clearing House (ACH)/Electronic Funds Transfer (EFT) should be disbursed within 10 business days once the Reimbursement Request is approved.

Yes, if expenditures exceed the budgeted line item by 10% or $1,000, whichever is higher, a revision is required. However, the indirect cost recovery may not exceed the budgeted line item on any reimbursement. For more information on Reimbursement Request, click here.

No, a Reimbursement Request can still be submitted based on the current approved budget line items. Until a funding application is in Director Approved status, the LEA or entity is unable to access the changes made to specific budget line items. For more information on Reimbursement Request, click here.

There are a number of reasons why a Reimbursement Request may be returned:

If the request is 10% or higher of the allocation, it is required to enter a justification comment (in the History Log) explaining the need.
If the request is 20% or higher of the allocation, it is required to enter a justification comment (in the History Log) and provide an expenditure document (in the Related Documents) explaining the need.
Please Note: Check the History Log for details regarding the return.

For more information on Reimbursement Request, click here.

Yes, advances are allowed on all grants. The requirements for advances are as followed:

Justification of Need regardless of monetary amount
Documentation supporting the advance
When the funds will be expended

Please Note: Per CFR 200.305, all advances must be placed in an interesting-bearing account. Any interest accrued must be reported on the Completion Report.

Interest (CFR 200.305)

Interest Earned is declared on the Completion Report Adjustments page. The LEA or entity is responsible for reporting all interest earned for each grant they are awarded.

Regardless of grant project, only interest accrued from July 1st to June 30th of that year must be reported on the Completion Report. For an example, if the Grant Project runs from 07/01-09/30, interest will only be reported from 07/01-06/30. Interest from 07/01-09/30 will be reported on the following year's Completion Report.

Grants will track the amount of interest that is reported on federally funded grants. An LEA or entity who earns more than $500.00 of total Interest Earned will be sent a notification by Grants Management to return any funds in excess of $500.00. The LEA or entity should send a check, a copy of the notification from ADE, and the Return of Monies form within 30 days to avoid a Global Hold. Any interest earned and accumulated across all federal grants that is $500 or less can remain with the LEA or entity and must be used for administrative purposes.

For projects funded by the state or through other means, all interest must be returned to ADE unless program area and guidelines allow interest to be carried over as Cash-on-Hand. All state interest must be reported on the Completion Report. The LEA or entity will be sent a notification by Grants Management to return the funds if applicable. The LEA or entity should send a check, a copy of the notification from ADE, and the Return of Monies form within 30 days to avoid a Global Hold.

For more information on Return of Monies, click here.

Upon approval of Completion Report, a notification will be sent through Grants Management Enterprise (GME). The interest must be returned within 30 days of notification with copy of the received notification and the Return of Monies form. Failure to return funds within 30 days will result in a Global Hold. For more information on Return of Monies, click here.

A Completion Report Revision is required for correcting each funding application with the incorrect interest.

To revise the Completion Report, request a revision using the Grants Management's Completion Report Revisions template in ADE Help Desk. A comment in the the funding application's History Log detailing which items of the Completion Report need to be changed is also required.

Completion Reports (CRs)

Completion Reports open the day after the project end date of the grant. The majority of the completion reports become available in the system on 7/1, the day after the 6/30 project end date. Completion Report availability is determined by the project end date set by the program area. Project end dates can be located on the Reimbursement Request Summary page. For more information on Completion Reports, click here.

Completion Reports are to be submitted to ADE within 90 days of the project end date. The system will automatically place a hold on the current project and subsequent years' projects if the Completion Report is not submitted within 90 days. For more information on Completion Reports, click here.

The LEA or entity will update the line item totals on the Completion Report page with final project-to-date expenditure totals. For more information on Completion Reports, click here.

The CR Program Details page includes supplemental information required by the program area. Therefore LEAs and entities should contact their Program Area Specialist.

Please Note: Be sure to answer all questions and fields on this page to avoid receiving a validation error message that may prevent the submission of a Completion Report.

The CR Related Documents page is another method by which program areas and/or Grants Management obtain supplemental information needed for year-end reporting.

Required documents must be submitted by each LEA or entity. Grants Management requires an expenditure summary report from the LEA's or entity's accounting system to be uploaded as required related document. If the program area requires an additional related document, all questions related to said related document must be addressed to the program area.
Optional documents may only need to be submitted by a few LEAs or entities. Check with the program area to see if it applies to the LEA or entity.

It is important to note the CR Related Documents and the Related Documents in the funding application are not the same page. The CR Related Documents page is only accessible during a Completion Report.

In most cases, the Amount Remaining (Allocation – Expenditures = Amount Remaining) will be the maximum amount to carryover, when carryover is allowed.

Title I: Per ESSA SEC. 1127 Carryover and Waiver: • ESEA Title I funds are allowed as carryover and cannot exceed 15% of funds allocated. • A waiver can be granted to allow carryover to exceed up to 15% of funds allocated. • A waiver can only be granted once every 3 years. • If an LEA receives less than $50,000 for an allocation there is no restricted amount that can be carried over and a waiver is not required.

Please Note: Carryover rules vary by grant; contact Grants Management for additional information regarding carryover.

For more information on Completion Reports, click here.

For grants that allow Carryover, if the total expenditures are less than the total cash received and the LEA or entity is carrying over funds, a Carryover Cash-On-Hand adjustment will occur the next year's funding application upon approval of the Completion Report.

Upon submission of the first Reimbursement Request after Completion Report approval, Grants Management Enterprise (GME) will apply these funds to the total expenditures reported and disburse the appropriate dollar amount.

Primary Approval of a Completion Report means the LEA or entity must return funds to ADE.

This done by completing the Return of Monies form found in the GME User Resources/Training – Return of Funds. Return the form with remittance and a copy of the History Log page providing comments on the funds being returned. Once the funds have been received by ADE and posted against the project by Accounting, the Completion Report will be moved into Grants Management Final Approved status.

For more information on Return of Monies, click here.

The LEA or entity will have to cancel the Completion Report in order to make changes to the budget.

To do this, request the Completion Report to be cancelled using the funding application's History Log; send the History Log note to Grants Management. To email a History Log note, select "Grants Management" from the ADE Contacts list.

Please Note: If the Completion Report has been approved, a Completion Report cannot be cancelled and a budget revision cannot be done.

For more information on Completion Reports, click here.

Request a Completion Report Revision using the Grants Management's Completion Report Revisions template in ADE Help Desk. A comment in the the funding application's History Log detailing which items of the Completion Report need to be changed is also required.

To revise the Completion Report, request a revision using the Grants Management's Completion Report Revisions template in ADE Help Desk. A comment in the the funding application's History Log detailing which items of the Completion Report need to be changed is also required.

An LEA or entity can revise interest, expenditures, and carryover on a Completion Report Revision. For more information on Completion Reports, click here.

For information how to return money to the Arizona Department of Education (ADE), click here.