Grant Management

The Procedure to Set Up Grant Budgets, Monitor them & Record Storage Guidelines

Last updated on 9/06/2016 by Julie Hodson, Director of Grants

Part I. Budget Amendment Request

Budget Amendment Request Form

Fill out a budget amendment request and submit it to Grants Accountant Cristie Stewart in the Finance Department (Administration Building) along with the Notice of Grant Award or a check.

In the Description section, write "to set up grant budget for …<< insert name of grant>>". Also include the Board approval date, if Board approval was required. Leave the decrease side of the budget amendment blank. 

It will be completed by the Grant Accountant who will forward your completed budget amendment request to the Budget Accountant for set up. If you do not know the fund code and your five digit project code, ask the Director of Grants, Julie Hodson to find them out for you.

Be sure to include the following in your request.

For substitutes regardless of source of grant funding, budget:

  1.450%   for 6141, Medicare
  0.479%   for 6143, Workers Comp.
  1.929%   Total

For grants with fund code 2XX, budget for full-time employees:

  1.450%   for 6141, Medicare
  8.900%   for 6142, Insurance (actual percentage varies with each individual, you can adjust your budget later to reflect actual charges)
  0.479%   for 6143, Workers Comp.
    10.3%   for 6146, TRS
20.679%   Total

For grants with fund code 2XX,  budget for extra duty pay:

  1.450%   for 6141, Medicare, and 
  0.479%   for 6143, Workers Comp           
    10.3%   for 6146, TRS 
11.779%   Total

For grants with fund codes 3XX and 4XX, budget for full-time employees:

  1.450%   for 6141, Medicare
  8.900%   for 6142, Insurance (actual percentage varies with each individual, you can adjust your budget later to reflect actual charges)
  0.479%   for 6143, Workers Comp.          
  2.250%   for 6146, TRS insurance  
12.879%   Total

For grants with fund codes 3XX and 4XX, budget for extra duty pay:

  1.450%   for 6141, Medicare, and 
  0.479%   for 6143 Workers Comp.
  2.250%   for 6146, TRS insurance  
  3.974%   Total

Please Note: For some employees the district will have to pay additional TRS for salaries over the statutory minimum. You may discover this during a budget reconciliation and have to adjust your budget accordingly.

For ANY employees new to the Teacher Retirement System (TRS), the first 90 days-6 paychecks -TRS is charged an additional 6.8%.  You must cover this with your grant budget.

Part II. Budget Signature Authority

E-mail the Director of Grants the names of who will have budget signature authority over the grant budget and whether or not there are additional approvers. Also e-mail the Director of Grants the name of the book keeper for your grant budget that will be entering and monitoring transactions in Munis.  She will approve  your request as is or add an additional approver from the Grants Department and forward the request to the Controller so rights to accessing the grant budget can be set up.

Part III. Contract Approvals and Processing

Annually review the budget & determine which contracts may need Board approval.  Take any contracts not covered in other ways, through the Purchasing Agenda Process. Use SBISD contract form in addition to vendor/service provider form.  The Director of Purchasing must approve vendor/service provider contract prior to having the contract signed, if vendor/service provider insists on using their own contract in lieu of SBISD contract.

Part IV. Approvals in Munis

Steps for Requisition Approval:

1. Verify that the budget number and amount is correct.

2.  Verify expenditures is posted correctly on Google Docs spreadsheet.

3. Verify the Board Approval Date of the grant is in the general notes.

4. Check line detail for notes. 

Part V. Excel spreadsheet

Keep an excel spreadsheet in Google Docs to track your budget set up, all planned and actual expenditures and all amendments.  Share it with the Director of Grants and all other employees in the workflow. Reconcile your spreadsheet with printouts from Munis every month and resolve any discrepancies or issues as soon as possible.

Part VI. Paying After School Para-Professionals

Paraprofessionals working in the after school program are to punch out for the regular school day and punch back in for the after school program.  When using the correct pay codes a para's correct rate will pull into the batch. When those hours come into the combined batch, the administrative assistant is to: 

    1. Verify the number of hours the employee is to be paid for the after school program.  Determine if the employee has worked the required hours for their regular position.  Adjust the batch to reflect the hours worked in the after school program as paid ST and/or OT and that the employee is getting proper credit for the hours worked for their regular job (could be owed comp time or have a 950).  It is important to realize that not all comp time hours that pull into your batch is or may be due to the after school program.  Remember when submitting payment for after school program hours, each week stands alone, and employees must physically work more than 40  hours to receive OT  (200 pay code) pay.  Any extra hours worked up to 40 hours, employees must receive ST (201 pay code) pay.
    2. If all the extra hours worked are from the after school program, delete the comp time that pulled in for the week and add the ST and/or OT payment using the 201 and/or 200 pay code.
    3. If only part of the comp time that pulled into your batch is due to the hours worked in the after school program, then “update” the amount of comp time by decreasing the amount by the amount of time you will be paying the employee in ST and/or OT.  Submit the after school hours using the 201 and/or 200 pay code.
    4. Enter the budget number for the after school program.
    5. If an employee has not worked the required number of hours in their regular job, please make sure there is a 950 for their missing time.

Part VII. Report Requirements

When a new fund/grant is set-up, please let the Director of Accounting (currently Tera Harris) know whether reporting requirements are satisfied through our federal clearinghouse (in other words, will they obtain our information through the clearinghouse), or if she needs to add them to her list to send out financial information (Copy of single audit and CAFR) at year-end.  This will help avoid delinquent letters regarding reporting to SBISD.  

Part VIII. Record Storage

Keep grant budget amendment requests and expenditure backup paperwork filed by object code in a grant budget binder.  Use one binder per year even if it is a multiple year grant.  Keep your grant budget binders stored in the office for 3 years after the end of the project before destroying.

Send funded grant applications, financial, performance and compliance reports to the Grants Department for storage. Those documents will be stored in Grants Department office or attached as electronic copies to Munis for 5 years after the end of project unless otherwise stated in the grant assurances before they are destroyed.