Fiscal Management Overview

Fiscal Guidelines

  • Purpose of Fiscal Guidelines
  • Federal Funding Authority
  • HIDOE Funding Approval
  • Fiscal Requirements
  • Program ID
  • Responsibilities of Lead Applicant/Authorizing Agent
  • Allowable Expenditures
  • Standards of Cost Allowability
  • Non-allowable Expenses
  • Budget Maintenance
  • Expense Categories
  • Budget Approval, Reporting, and Reconciliation Process
  • Budget Revision Requests
  • Amended/Modified Budget Approval Process
  • Budget Restrictions
  • Supplement Requirement
  • Carryover Funds
  • Deficit Spending
  • Program Income
  • Record Retention
  • Audit Requirements

Federal Uniform Guidance

The Uniform Guidance (2 CFR §200) streamlines and consolidates government requirements for receiving and using federal awards so as to reduce administrative burden and improve outcomes. It was published in the Federal Register (79 Fed. Reg. 75871) on December 19, 2014, and became effective for new and continuation awards issued on or after December 26, 2014. When procuring property and services under a Federal award, a state must follow the same policies and procedures it uses for procurements from non-Federal funds. Refer to: 2 CFR Part 200 – §200.317 Procurements by states.

Monitoring Fiscal Transactions

During a USDE site-visitation or a single audit, the following school documents spanning a one- to five-year period may be requested:

  • Purchase order(s) with documentation
    • Are procurement procedures followed? (e.g., purchase orders are issued before invoices are received)
    • Do purchase orders and invoices specify the following?:
      • Deliverables – detailed descriptions?
      • Location of services? and
      • Date(s) of services?
      • If applicable, provide number of students/teachers receiving services

Procurement Code of Ethics

All employees shall act in good faith, ensure the fair and equitable treatment of all persons who deal with government procurement, and foster public confidence in the integrity of the procurement process by:

  • avoiding the intent and appearance of unethical behavior or practices;
  • diligently following the procurement laws, rules and procedures;
  • refraining from any activity that would create a conflict of interest;
  • identifying and eliminating any conflicts of interests;
  • avoiding soliciting or accepting money, loans, credits, discounts, favors, or services from present or potential suppliers which may influence or appear to influence purchasing decisions; and
  • ensuring that all persons are afforded equal opportunity to compete in a fair and open environment.

Indicators

  • Budgeting
  • Expenditures
  • Financial System & Fiscal Controls
  • Supplement Not Supplant
  • Procurement & Contracting

Possible Evidence

  • Program budget & center/site budgets
  • Biannual Program Reports
  • Income/Expenditure Reports
  • Maintenance of records concerning the 21CCLC program
    • Fiscal Records
    • Contracts
  • Applicable procurement procedures followed
  • Procedures in place to ensure program funds supplement and not supplant other Federal, State and local funds
  • Written policies and procedures on receiving program income.
  • Accurate accounting of program income.
  • Biannual reporting of program income via Income/Expenditure Reports.
  • Other