NEW YORK STATE EDUCATION DEPARTMENT MONEY MATTERS

1
NEW YORK STATE EDUCATION DEPARTMENTMONEY
MATTERS
2
State Funding for ESD/SVP
Mechanism for awarding funds (based on several
criteria)

• Grants Usually include School Districts, BOCES,
  Public Colleges/Universities, etc.
• Project 0640-12-2XXX
• Or

• Grant Contracts Usually include Community Based
  Organizations, Private Libraries, Private
  Colleges/Universities, etc.
• Project 0640-12-2XXX
• AND
• Contract C401XXX

3
FISCAL FORMS for a Federal or State Project
FS-10 Proposed Budget Detail FS-25 Request
for Interim Payment FS-10A Proposed Amendment
FS-10F Final Expenditure Report (Short/Long
Form) PI Payee Information Form
4
FS-10 Proposed Budget
FS-10 Budget - a proposed plan of project
expenditures

• Submitted as a part of the application directly
  to the Grants Management Office
• Forwarded to Program Office for review and
  approval/disapproval
• Upon all necessary approvals, forwarded to Grants
  Finance for processing

5
FS-25 Request for Interim Payment
FS-25 Interim - a request for an interim payment
(additional payment beyond initial advance made
when budget is processed)

• May be submitted until payments reach 90 of
  approved budget amount
• Must be based on incurred expenses actual cash
  need
• Recommended timeline for submission depends on
  approved project budget amount
• Monthly - 100,000 or greater
• Quarterly less than 100,000
• Submitted directly to Grants Finance

6
FS-10A Amendment

• FS-10A Amendment - a budget modification
• Prior approval required for the following
  changes
• Any increase in the total budget amount
• Any increase in a budget subtotal by more than
  10 or 1,000 whichever is greater
• Personnel changes number type
• Minor remodeling
• Equipment

If there is any question, submit an amendment
7
FS-10A Amendment Contd

• Timeline for submission generally any time
  between the approved project start end dates of
  the project
• Submitted to Grants Management NOT Grants Finance

8
FS-10F Final Expenditure Report
FS-10F report of actual project expenditures
Short form - summary of final expenditures
Long form - detailed report of final
expenditures

• Agencies must maintain same level of detail
  supporting documentation as required on FS-10F
  Long form and must be provided upon request
• FS-10F Long form can be required at the
  discretion of the Department or where FS-10F
  Short form is not submitted timely
• FS-10F (Short or Long) submitted directly to
  Grants Finance

9
Important Points Reminders

• Submit all financial forms and reports by the due
  date(s)
• Enter all required information on financial
  forms
• SED/Agency/BEDS code
• Agency name
• Contract number (if applicable)
• Project number (10 digits)
• Ensure that requests for cash (FS-25s) are based
  on actual or reasonably anticipated expenditures
• Send financial forms and reports to proper
  office
• FS-10 and FS-10A to Grants Management
• FS-25 and FS-10F to Grants Finance
• Use only the forms provided on the Grants Finance
  internet site (assures most current form is used)
• Provide original signature by Chief
  Administrative Officer or properly authorized
  designee
• Review documents for accuracy (mathematical, etc)

10
PI/Payee Information Form

• Purpose to provide payee information only
• Existing applicants
• To verify existing payee data
• To update/change payee information
• Accurate payee information is crucial so that
  payments are not misdirected

11
INTERNET ACCESS WWW.OMS.NYSED.GOV/CAFE/

• Forms

• Reports

• Guidance and Information
• Important Announcements/Reminders
• Report Fraud, Waste and Abuse
• Contact Us

12
RESOURCES CONTACT INFORMATION GRANTS FINANCE
(FS-25s and FS-10Fs)

• INTERNET ADDRESS
• WWW.OMS.NYSED.GOV/CAFE/
• E-MAIL ADDRESS
• GRANTSWEB_at_MAIL.NYSED.GOV
• MAILING ADDRESS/TELEPHONE
• Grants FinanceNY State Education
  DepartmentEducation Building Room 510W89
  Washington AvenueAlbany, NY 12234Phone (518)
  474-4815Fax [phone]

13
RESOURCES CONTACT INFORMATION GRANTS
MANAGEMENT (Fs-10s and FS-10As)

• INTERNET ADDRESS
• WWW.EMSC.NYSED.GOV/MGTSERV
• MAILING ADDRESS/TELEPHONE
• Grants Management Unit
• NY State Education Department
• Room 674 Education Bldg Annex
• Albany, New York 12234
• Phone [phone]