Fiscal Officer Orientation

1
Fiscal Officer Orientation

• Navigation 101 Budget Information
• October 6, 2009
• Presenters
• Mike Hubert, Supervisor Navigation 101
• Laura Moore, Administrative Assistant, Navigation
  101

2
Revisions to Budgets

• When doing a revision, even though not required,
  take time to fill out the revision comments
  columnsaves time, phone calls, etc.
• More than a 10 variation in a category requires
  an explanation.
• Dont wait until the last minute to do a
  revision.

3
Budget Revision Section Example The following
programs require a brief narrative description
Title I Part B Even Start, Title II Teacher
Quality, School Improvement, Title IV Safe Drug
Free, Title VI, Migrant Education, State
Bilingual, Highly Capable and Special Education.
In addition to the narrative, list the activity
code, object code, (e.g., 27-2 or 27-3) and the
revised budget figures. Place the narrative
descriptions and revised figures in the (Revise
Figures To) text block below. For all other
programs, list only the activity, object codes
(e.g., 27-2 or 27-3) and newly revised figures in
the (Revise Figures To) text block below. An
example would be 27-3 4,000 Suggestion Type in
a separate word document items that will be
listed in each text block. Then, copy, paste and
save this form. Changes Made Revision
Comments Field Previous New
Although not required we are asking
for Activity 21.0 0 784
a brief explanation of change requested
, Activity 21 2 41,928 7,189
especially if a major change. Activity 21 3
420 0 Activity 21 4 6,359
1,206 Activity 21 5 13,000
36,377 Activity 21 7 6,500 3,525
Activity 21 8 9,949 87
4
Process

• Navigation Office receives an alert that a budget
  is ready or a revision has been made.
• The budget/revision is checked against the work
  plan.
• District staff (district coordinator/fiscal
  officer) are contacted if any questions.
• Budget/revision forwarded to Fiscal.
• District notified of approval of budget/revision.

5
Dos and Donts

• Review allowable expenditures document
  (incorporated in this PowerPoint).
• We check requests against this document.
• No deviation from approved work plan.

6
Allowable Expenses

• Salaries Benefits Supplies/Instructional
  Resources, non- capital items purchased
  services travel can be used.
• Supplies such as binders, storage bins, etc.
• Provide all information salary rate, of time
  for salary, benefits, mileage rates for
  travel, per diem rates, honorarium rates, etc.
• Staff development such as participation in
  NavAcademy and regional trainings.

7
Allowable Expensescontd

• Travel for staff development training.
• Include all items for which funding is requested.
• Grant dollars expended on curricular supports
  (i.e. career
• exploration software) must be purchased for use
  during the year of the grant and only on a
  one-year pilot basis.
• Describe benefits to target groups in terms of
  estimated costs.
• Include items paid by other sources.

8
Non-Allowed Expenses

• Food, snacks, entertainment.
• Capital items such as furniture, office
  furniture, equipment (copiers, servers, etc.).
• Items of clothing (T-shirts, caps, etc.).
• Prizes, awards, trophies, gifts, etc.
• Honorarium or expenses for speakers unless tied
  directly to the grant elements check with
  Navigation staff before committing to the
  speaker.

9
Non-Allowed Expensescontd

• Contingency fundsunassigned funding.
• Dont introduce any unexplained or unexpected
  items.
• Computer acquisitiononly as part of an approved
  work plan for use by the program management
  team.
• Request major equipment purchases that are not
  justified by the project.

10
Tips

• Questions? Call Mike Hubert (360.725.0415) or
  Laura Moore (360.725.6433).
• Capital Outlayif approved, make sure purchases
  are done at the beginning of the year. Only buy
  what has been approved in your work plan.
• All purchases/services must be purchased and
  received by June 30, 2010.

11
Tips (continued)

• All billings should be completed by the end of
  August.
• Yes, we will do budget revisions after June 30.
• No funds are carried over to the next year.

12
Questions?

• Do any of you have questions for us at this time?