Yes. A separate special cost center must be established within the ABLE fund for each project even through two or more grants may be used to finance the same program or related sets of activities. In particular, carry-over funds must be accounted for separately from funds received for the original and current ABLE projects. Funds received in support of a specific ABLE project budget (regular or carry-over) may not be commingled with any other funds. Funds may be advanced to the project fund from another source to finance project activities pending receipt of an ABLE payment; however, an equivalent amount must be returned to that source upon receipt of the ABLE payment.
If a general fund expenditure is charged in error to the ABLE fund, the error should be corrected by reducing the original transaction and charging the expenditure to the general fund. This procedure should be used to avoid the commingling of funds that would occur if a permanent cash transfer were made form the general fund to the ABLE fund to cover the expenditure.
A file should be maintained for each project. This file should contain all documents related to the expenditure of the project funds. These documents should include - but not necessarily be limited to - allocation letters, the approved application, all approved budget and program revisions, all purchase orders and invoices, payrolls, transfers, the project final expenditure report, time slips, contracts, and other documentation of expenditures.
The accounting records should be established and organized in accordance with requirements, definitions, and procedures contained in the Uniform School Accounting System.
Federal regulations require that all accounting records and related documents that substantiate direct and indirect costs charged to the project must be retained for five years following the submission and approval of the final expenditure report.
No. In those cases where the budget indicates quantities and types of items, those limitations must be observed. If different types of quantities are needed, it is suggested that the appropriate ABLE program consultant in the Office of Career-Technical and Adult Education be contacted. Written approval to revise the budget must be obtained from the Office of Career-Technical and Adult Education prior to implementation of the revised budget.
Yes. The amount expended for any major object code (e.g. 100, 200, 300) may exceed the amount budgeted by 10% provided the total of all expenditures charged to the ABLE funds does not exceed the budget total and the additional expenditures are due to unanticipated items such as freight costs or higher per item costs. This authorization to exceed the budgeted amounts for one or more object codes does not constitute authority to purchase goods or services not identified in the budget nor to buy identified goods or services in quantities greater than those specified in the budget. Please be advised that increases in budget category may also required decreases in other budget categories.
Yes. If the intent of the project cannot be accomplished or the needs of the students served by the project cannot be met properly due to budgetary constraints, the project administrator or treasurer should contact the ABLE project consultant in the Office of Career-Technical and Adult Education.
A revision may also be submitted when project costs in one area of the budget are expected to be greater than can be paid under the existing budget and surplus money exists in another area. For example, if $1,000 has been budgeted for Object 200, employee benefits, the maximum amount that can be charged to the ABLE fund for employee benefits, without a formal budget revision, is $1,100. If it is expected that the total cost will be greater than $1,100, a revised budget should be submitted proposing an increase in the amount budgeted for employee benefits provided a surplus exists in another part of the budget and the grand total of the budget is not exceeded.
A budget revision may be submitted proposing that the budget be increased if the approved budget is less than the district's/agency's allocation. However, the budget may never exceed the allocation and the budget may not be increased without formal written approval from the Office of Career-Technical and Adult Education. The total of expenditures charged to the ABLE fund may never exceed the amount of the approved budget, even if the allocation is higher.
Revised budgets, as well as project applications, are reviewed by and acted upon by the Adult Basic and Literacy Education Unit of the Office of Career-Technical and Adult Education. The district's/agency's ABLE program consultant in the Office should be contacted for direction and assistance.
No. However, as noted above, expenditures may exceed the amount budgeted for one or more major object codes by a maximum of 10% without written approval provided other restrictions contained in the budget are observed.
A proposed revised budget should be submitted as soon as the need is known and before the obligation is made. It must be submitted within the project period.
Yes. Payment for work performed during the approved project period may be made after the end of the project period provided the activity was authorized by the approved budget. In general, any encumbrance authorized by the project application and made within the project period in accordance with applicable laws and policies, may be liquidated after the termination of the project period for a period up to 60 days after the end of the project period.
The expenditure should always be charged to the project that was in operation when the encumbrance was made or the work performed. For example, the salaries earned by teachers during the 1998-99 project period but paid following the project period, must be charged to the fiscal year 1999 (1998-1999) project. These salaries may not be paid from the fiscal year 1999 carry-over fund when approved nor from the fiscal year 2000 project fund even if approval has been received for the 2000 project.
Equipment, materials, and supplies should be purchased early in the project period. They should be purchased early enough so as to be available for significant use in the program covered by the budget under which the purchases were made.
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