School Maintenance Grant Program (SMGP) Instructions for the Final … · 2020-07-07 · 1. Within...
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School Maintenance Grant Program (SMGP) Instructions for the Final Expenditure Report Effective 07/07/20 Illinois State Board of Education School Business Services Darren Reisberg Chair of the Board Dr. Carmen I. Ayala State Superintendent of Education
Transcript of School Maintenance Grant Program (SMGP) Instructions for the Final … · 2020-07-07 · 1. Within...
School Maintenance Grant Program (SMGP)
Instructions for the Final Expenditure Report
Effective 07/07/20
Illinois State Board of Education
School Business Services
Darren Reisberg
Chair of the Board
Dr. Carmen I. Ayala State Superintendent of Education
1 | School Maintenance Grant Program Instructions
Table of Contents
I. Final Expenditure Report Instructions Page 2
A. School District Role – Creating and Submitting the Final Expenditure Report Page 2
B. ROE Role – Approving and Submitting the Final Expenditure Report Page 8
2 | School Maintenance Grant Program Instructions
I. Final Expenditure Report Instructions
A. School District Role – Creating and Submitting the Expenditure Report
1. Within 20 days of final project completion, the Final Expenditure Report should be completed and submitted on IWAS. NOTE: Grant funds are subject to the Illinois Grant Funds Recovery Act [30 ILCS 705]. Any funds not expended or legally obligated within two years after disbursement by the State shall be returned to the State Board of Education within 45 days. For grant funds that are legally obligated at the two year mark, a 90 day liquidation period will be given to fully liquidate the funds and get to final project closeout. Any grant funds not obligated within two years and expended within 90 days after the two years shall be returned to the State Board of Education within 45 days.
2. Log in to IWAS & go to System Listing. Under Surveys click School Maintenance Project Grants.
3. Select Final Expenditure Reports from the screen below.
Click here
Click here
3 | School Maintenance Grant Program Instructions
4. Click the Final Expenditure Report under Create Documents on the Home screen.
5. Find and select the Grant Application for which you are creating an expenditure report.
6. Enter the Current Fiscal Year, along with a description of all work items that were completed with the grant. Click the Save button when complete.
To create final expenditure report, click here
Find and select the grant application for which you are creating an expenditure report
Enter the current Fiscal Year to document the year the final expenditure report was created
Provide a brief
description of all work items that were completed with the grant.
Save when done
4 | School Maintenance Grant Program Instructions
NOTE: If the final expenditure report has already been started for that application, a yellow highlighted message will appear along with a link to View Existing Expenditure Report.
7. Review the Expenditure Report Header Information on the Expenditure Report Header Page for accuracy, and if needed, make corrections using Edit Expenditure Report Header Information.
8. Under Expenditure Report Data click Final Work Items.
Please note
Use this for corrections
Click here
5 | School Maintenance Grant Program Instructions
9. Click Open for each work item.
10. List the Total Actual Work Cost, Actual Start Date and the Actual Completion Date. Click
the Save Item button when all information has been entered correctly. Complete this process for each work item.
11. Return to the Expenditure Report Header Page by clicking Grant Expenditure Report.
Click to open each work item and complete required information
Complete all fields to show actual dates and actual cost of project
Save when done
Click here
6 | School Maintenance Grant Program Instructions
12. Completing the “GATA Final Performance Report.” i. Under “Application Printable Documents,”
1. Open “Instructions for GATA Final Performance Report” 2. Open and Print “GATA Final Performance Report” 3. Use “GATA Final Performance Report Instructions” to complete report Guidance for completing the GATA Performance Report (numbers correlate with report): 6. Project / Grant Period - The “End Date” is two years from the time the State disperses the grant funds 11. Deliverable -Enter each project (work item) 12. Due Date -2 years from the time the State dispersed the grant funds 14. Deliverable explanation -state if it is on schedule to be completed 15. Performance Measure -state “100% of project will be completed during 2 year time frame and when the project started/will start and projected end date” 16. Performance Standard/Frequency -state “project progress will be evaluated quarterly” 17. Results/Accomplishments in Reporting Period -state the “percent” that has been completed during reporting period 18. Required “R” or Inform Only “IO” -state “R” 4. Scan report into computer
ii. Click “Attach Files” under the “Application Required Attachments” 1. Click “choose file.” 2. Locate file on computer. 3. Click “submit.”
7 | School Maintenance Grant Program Instructions
13. Click District Approval to submit. Once approved, a green box will appear at the top of the screen indicating that the expenditure report has been submitted to the ROE office for approval.
Click here
8 | School Maintenance Grant Program Instructions
B. ROE’S ROLE – Approving and submitting the Final Expenditure Report
1. Login to IWAS & click System Listing. Under Surveys click School Maintenance Project Grants.
2. Select Grant Expenditures from the screen below.
Click here
Click here
9 | School Maintenance Grant Program Instructions
3. Find and Open Expenditure Report(s) under District Submitted Grant Expenditure Reports.
4. Click Final Work Items under Expenditure Report Data.
5. Review the Schedule of Final Work Items for accuracy. Click Open on each project to review.
Click here
Click here
Open each item to verify accuracy
Review grant totals
10 | School Maintenance Grant Program Instructions
6. Review each project and verify that Total Actual Project Costs, Actual Start Date and Actual Completion Dates and are listed correctly for each project.
7. Once all work items have been verified, return to the Expenditure Report Header Page by clicking Grant Expenditure Report.
8. Click the ROE Approval or Rejection button.
Click here
Review data entered by district
Click here
11 | School Maintenance Grant Program Instructions
9. If approved, mark the box and click the blue Submit button for the expenditure report to be forwarded for ISBE approval.
10. If disapproved, mark the “Disapproved” box, provide comments and click the blue Submit button for the expenditure report to be returned to the district for corrections or modifications.
If rejecting, must indicate reason for disapproval
Shows that Grant expenditure report has successfully been submitted to ISBE
Then here
If approving, click here
If rejecting, click here
Then here
Shows that grant expenditure report was rejected and sent back to district
