nactei – may 17, 2007 perkins in a binder: how to get and stay organized! renee kuharski – dean...
TRANSCRIPT
NACTEI – May 17, 2007NACTEI – May 17, 2007
Perkins in a Binder: How to GET and STAY
Organized!
Renee Kuharski – Dean of Career & Technical Education Colorado Mountain College
Lynda Lloyd – Director of Career ServicesNorthwest Arkansas Community College
Goal of sessionGoal of session
Provide information and details on how we organize our grant for secondary and post-secondary.
Have an open conversation on what is working in your institution to organize your grant and meet all guidelines for tracking and reporting
Beyond the “to do” list…Beyond the “to do” list…
Post SecondaryPost SecondaryDetails and documents (CMC & NWACC)Details and documents (CMC & NWACC)
• LEA Consortium (High School fiscal LEA Consortium (High School fiscal agent)agent)
• State reportingState reporting
Folder – “must have Folder – “must have paperwork”paperwork”• Intent to Participate signed form
– Continuation Plan & Budget– Award documentation– Routing and signatures– All emails, memos etc. [example; request for
out of state travel]– Copies of expenditures [order form, Purchase
Order, packing slip, invoice, copy of check sent]
– Any additional backup data– Final Report
ProcessProcess
•CMC - 7 campuses – Beginning in March of each year– Memo emailed out to request and
update campuses:– Details on procedures to follow– Timeline– Campuses prioritize requests by program –
approved vocational (CTE)– Determine Objectives– Estimate of cost of each activity
Time line memoTime line memoYear End Monitoring Reports - Insert Due Date• Please get your year-end reports to your campus rep by this date.• Please complete the year-end report on the compliance form attached. • Campus reps should review and send or email to (Insert Name)New Request for Carl Perkins Funds Due to Campus reps- Insert Due Date• Faculty & campus determine program needs for the next fiscal year.• Campus reps and Deans, etc. determine campus priorities.• Campus Priorities will be presented at the (Insert Date) Perkins meeting.Committee Meeting – Insert Date• Prioritize funding requests College-wide based on Campus input and who has received
funding previously as well as state sub-indicators.• Review the end of year Monitoring reports.Additional Reminders:• Carl Perkins is for approved Vocational Programs (AAS degrees & certificates) only.• All purchases will follow CMC and Perkins guidelines. i.e. 3 bids for items of $3,000.• All orders/requests MUST be sent to (Insert Name) prior to ordering. (Insert Name) will
enter into accounting system. • All packing slips and invoices MUST be sent to (Insert Name).• Equipment, supplies, resources, software, etc. purchased with Perkins funds must be
used for the activities indicated on the compliance plan.
ProcessProcessSet up a clear time line that works for your schools in order to meet state deadlines
•March – June– Perkins committee (a
representative from each campus) meets to discuss/determine requests based on funding allocation, objectives and needs.
– Build Grant based on approved activities
– Submitted to state
ProcessProcess
After grant is approved and funds are After grant is approved and funds are
released:released:
• Purchasing of approved itemsPurchasing of approved items– Internal process & required Internal process & required
documentation documentation •Memo on proceduresMemo on procedures
•Perkins order formPerkins order form
•Sole source documentationSole source documentation
Perkins GrantOrder Form
Colorado Mountain College
Date:_ ________ _________________Campus and Program: __________________________________
Faculty/Instructional Supervisor Name:_____________________ Ext.: ________
Campus Accounts Mgr.: _____________________ Ext.: ________Approved Requested Item:
________ ____________________________________________________Item # _______________________ Quoted Price: _________________Name of Company: _____________________________________________Contact person:________________________________________________
Name and phone #: _________________________________________Address: _________________________________________________ _ ___________________________________________________ __________________________________________________
Company Fax Number: _______________________________________Additional Comments:
Consortium Process - spring of Consortium Process - spring of each yeareach year
– Schools meet together to determine how they – as a group will allocate the funds.
– Representatives come prepared to meeting with their schools prioritize requests from their approved vocational programs
For 07-08 consortium school will develop “projects” based on approved programs
Determine Objectives Estimate of cost of each activity Build Grant based on what is approved at
the joint meeting
Back up documen
t requirem
ents
Documents required fromSecondary Recipients
Documents required from Postsecondary Recipient
Provide documents that individual school uses to
request and item
CMC’s Perkins Order form
Purchase Order Requisition(Follow schools procedures)
Purchase Order Requisition
Packing slip Packing slip
Invoice Invoice
Copy of check sent to vendor Copy of check sent to vendor
Salaries and/or Wages
Copy of Payroll Register documenting personnel paid from the grant
Copy of Payroll Register documenting personnel paid from the grant
Indirect Costs
Certification of current fiscal year’s negotiated indirect rate (CDE website)
Certification of current fiscal year’s negotiated indirect rate
Others For each transaction of $1,000 * or more, copies of either invoice(s) and purchase order(s) ORCopies of invoice(s) and purchase requisition(s)
For each transaction of $5,000 or more, copies of either invoice(s) and purchase order(s) ORCopies of invoice(s) and purchase requisition(s)
