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
- 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.
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.
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:
Expenditures up to $1,499 No quotes or bids required $1,500-4,9993 Verbal quotes $5,000-10,0003 Written quotes $10,000-24,999 Advertised in South Carolina Business Opportunities for a quote Over $24,999 Formal bid is required
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
311000Instructional Services - Hiring a teacher who is not on District payroll to teach our students. 323000Repairs & Maintenance - Covers repair and maintenance of equipment not covered under a warranty contract. 325000Rentals - Renting a facility (renting a room, not on District property, for a meeting.) 325200Equipment/Vehicle Rentals - Rental, on a short-term basis, of equipment that will be used in conjunction with a project or program; i.e., renting a large movie screen for an assembly program. 312000Instructional Programs Improved Services - Hiring a teacher to teach
332150Staff Development - In State When District-classified employees attend
a District-approved seminar or job-related training, etc., in the state of S. C. travel. Budgeting for such expenses is to be done in accordance with
332160Staff Development - Out of State When District-classified employees attend a District-approved seminar or job-related training, etc., out-of-State travel. Budgeting for such expenses is to be done in accordance with District regulations. 332200Professional Development - In State When Certified employees attend a
District-approved seminar, etc., in state travel. Budgeting for such
expenses is to be done in accordance with District regulations.
332210Professional Development - Out of State When Certified employees
attend a District-approved seminar, etc., out of state travel. Budgeting
for such expenses is to be done in accordance with District regulations.
332230Professional Development - Out of USA When Certified employees attend a District-approved seminar, etc., out of USA travel. Budgeting for such
expenses is to be done in accordance with District regulations. (For ALL
travel outside USA.)
332250In-District Travel - Payment for approved in-district mileage for District employees. Mileage reimbursement rate will be per District Policy. 340000Telecommunication Services - Beepers 350100Promotional Items - Anything purchased with a school logo that will be
given as prizes or gifts; i.e., mugs, engraved pencils, carry bags, clocks, etc.
360000Printing & Binding - Expenses for actual printing of materials; i.e., stationery, note pads, programs, business cards, forms, reports, etc., printed and/or bound by either the District’s or a commercial print shop. 09 items (from the District’s Printing Services) are considered 410200 (office supplies) or 410100 (instructional supplies) because they are items that do not have a special logo or name. 390200Miscellaneous Purchased Services - When a location is paying
individuals to perform a service, i.e., individual security guards,
(Columbia Police working a ball game); a caterer to serve a meal;
warehouse furniture movement, etc.
410100Instructional Supplies - For our students. Please do not use 410100
with 2918 function. Bulk issues for classroom use, such as the “Weekly
Reader” should be charged to 410100.
410120Instructional Supplies Developmenta— - Supplies used for developmental activities for first grade students who evidence a lack of readiness for first grade work and for remedial activities in reading and mathematics for second through eighth grades. 410150Instructional Supplies, Food - To teach cooking. Food purchased for a
Consumer & Family Science Class.
410200Office Supplies - General Supplies, paper clips, clip boards, pencils,
pens, etc. See 445000 for computer supplies.
410400Custodial Supplies - Supplies required by the location’s custodial
staff - bathroom paper, paper towels, cleaning supplies, etc.
410500Health Supplies - Miscellaneous medical supplies for the school nurse. 410800Postage - Miscellaneous mail as well as large mailings. This could
include return packages.
430100Library Books - Purchase of library books, globes, and maps available
for general use by students, including reference books, even if the
reference book will be used in the classroom. This includes the costs of
binding or other repairs to school library books. Books on audio tape,
diskette or CD-ROM are charged here.
440100Periodicals - Expenditures for materials the principal believes will
provide support for the school’s instructional and/or non-instructional
programs and that are housed in the school’s “professional” library. See
410100 for bulk issues for classrooms.
440200Professional Materials - Books, manuals and resource materials that
will be used by certified staff and administrators.
445000Technology Supplies - Expenditures for supplies used to support
technology equipment. Included are expenditures for software (when not
purchased as a part of an initial computer purchase), video tapes, surge
protectors, printer cartridges, and printer ribbons.
460000Food - To purchase, from an outside vendor, meals and/or refreshments
470600Gasoline - For Driver’s Ed vehicles. 540300Furniture - New Furniture and Fixtures with a unit cost of $300 or
more. Fixtures; i.e., desks, mirror, expensive lamps, etc. If under $300,
a teacher’s chair; a clerical chair should be coded to 410200, office
Other Equipment - This is a "catch-all" code. Take into consideration
the cost of the item. Examples: Small office refrigerators, dry and wet
vacuum cleaners, leaf blowers, athletic mats, art drying racks, large
electric coffee urns.
540900NOTE: If you purchase 30 folding tables at $30 each, you have $900
invested in folding tables. The 30 tables should be coded to 540900. They
would not be property tagged but the 540900 code would place them in a
category to be picked up by District insurance in case of theft or
545000Technology Equipment - Expenditures for the initial, additional, and
replacement costs for technology items such as computers and the software
already installed on the computer at purchase, LANs, WANs, CD ROMs,
satellites, modems, FAX machines, digital cameras, graphing calculators,
shop computerized sewing machines, Winnabago automated circulation
equipment for Media Centers, inventory bar code readers, scanners, title
makers, and similar equipment items used for the development and
implementation of technology.
640000Dues and Fees - A membership in a professional organization that is
District approved. Athletic fees for participation. The membership must
not be in the name of an individual.