Office of Planning and Grants

Funding Guidelines
If you have received notification that your project has been funded, congratulations! The project must be administered in accordance with District policies and state and federal statutes and regulations.

Often, the funding agency may wish to negotiate the budget because the agency is funding the project for less that the amount requested in the proposal. The changes in the budget must be approved by the District administration.

Key items to consider:

Preparing and Submitting the District Budget
Revisions/Amendments to the Project Budget
Expenditures
Detailed Object Code Definitions

Preparing and Submitting the District Budget
Once the budget for the grant is finalized and you receive the grant award notification, your project will be assigned to a Project Accountant in the Financial Services Department. The accountant will work with you to assign District budget codes to your project’s line items. Your total grant broken down into the District’s budget codes (Organization Codes and Object Codes) is known as the Budget Detail, and this should be submitted to the District’s Budget Office. The Budget Detail is what the Budget Office uses to load your budget into MUNIS so that funds can be expended.

The Budget Office will also require a short narrative of the project to include: total budget by categories, how long the project will run, who is the project director and a brief description of the purpose and expected outcomes of the project. This narrative and budget outline will be used to present your project to the School Board Finance Committee and the full School Board for approval. As the grant writer, you and/or the project director may be asked to attend these meetings.

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Revisions/Amendments to the Project Budget
Sometimes an awardee wishes to expend funds in categories other than those in the approved budget. Most funding sources do have provisions for amendments during the project-funding period. The grant writer is responsible for seeing that the amendments are submitted according to the grant regulations/procedures and timelines. Amendments should also be approved before they are submitted to the funding source by the District’s Office of Planning and Grants and the accountant assigned to your grant. If your amendment is approved by the funding source and District entities, you will then need to submit the new Budget Detail and narrative to the Budget Office.

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Expenditures
Any expenditure of funds must follow the procurement code of the District as is 
required by statute. This code ensures competition and value pricing. Generally, 
the code requires:

The need for supplies and equipment should be anticipated sufficiently in advance to allow for timely delivery and for maximum use of project materials by the intended population. The grant writer or project director should be familiar with the requisition procedures in the school or department. As the project closing date approaches, every effort should be made to see that all purchase orders are closed and paid in time for the project accountant to file the final claim with the funding source by the project close date. 

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DETAILED OBJECT CODE DEFINITIONS

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