Office of Finance & Management

Grants Management

The function of the Grants Management is to manage the fiscal aspect of most of the Federal grants issued through the SD Department of Education and Cultural Affairs. This includes determining allocations for many of the grants, approval of budgets, and processing claims for reimbursement.

• Perkins Programs
• Child & Adult Nutrition Services
• Special Education

Perkins Programs

Q: When are the Title I, II, IV, and V applications and project completion reports due at the state level?

A: Applications and project completion reports for these federal programs are due July 1, with a September 30 deadline for submission.

Q: What is the due date for monthly financial status reports (requests for reimbursement)?

A: All requests for reimbursement received prior to the 15th of each month will be included in the payment for that month.

Q: When and how should an application be amended?

A: An application should be amended if you have an available balance that needs to be included in your budget. Any pages on your original approved application that will change due to the amendment should be submitted to the state office.

Q: When should a budget transfer be requested?

A: If the amount in any line item in your approved budget will be exceeded by more than 10%, a request for transfer of funds within your budget should be requested before an obligation is made.

Q: Do I have to take indirect costs and how is the indirect cost amount computed?

A: Indirect costs are an optional part of a budget. As a reminder: indirect costs cannot be taken on capital acquisition purchases. The maximum amount allowable for indirect costs can be determined by taking the budget subtotal, minus the capital acquisition amount, times the indirect cost rate.

Q: When can funds be obligated?

A: Funds can be obligated as early as July 1 if your application is received at the State office by that date. If your application is submitted after July 1, funds can be obligated on the date your application is received at the State office in a substantially approvable form.

Q: What are the carry-over limitations for the Titles I, II, IV, V and Perkins programs?

A: There is a 15% carryover limitation on Title I Basic and N/D funds for districts receiving an allocation of more than $50,000. The Titles II, IV, and V programs have a 25% limitation on carryover funds. There is NO carryover for Perkins or Title I Migrant funds.

Q: What are the most common mistakes on forms submitted to the State office?

A:

• No original signature of the authorized representative.
• Indirect costs exceed the maximum amount allowable.
• Reimbursement request exceeds 10% of the budgeted line item. Must request a budget transfer.
• Computation errors.
• No updated inventory submitted to the State office after a capital acquisition purchase.

Child & Adult Nutrition Services

Q: What is the due date for monthly reports (requests for reimbursement)?

A: All requests for reimbursement received by the 10th of each month will be included in the payment for that month.

Special Education

Q: How do I receive IDEA Part B and Section 619 (Pre-School) funds?

A: An application, which is due in the fall, needs to be completed and approved. The funds are distributed based on a Fiscal Year 2002 base amount, enrollment and poverty data.