The amount of project cash received by the district/agency should always be greater than or equal to the total of all authorized ABLE expenditures; however, this situation will exist only if the form is used as explained above and in the directions that accompany the form.
Yes. The state initial fund payment for each project is initiated by the Office of Career-Technical and Adult Education. In addition, if the amount of funds available for carry-over is small, the Office will automatically pay those carry-over funds not previously paid to the district/agency. Payment will be made following approval of the carry-over budget. If the balance of carry-over funds due to the district/agency is too large to pay in one payment, the treasurer will be contacted by the Office of Grants Management to arrange for a payment plan.
Each subsequent federal payment during the approved project year is made only after the district/agency submits to the Office of Grants Management a Project Cash Request (PCR) form. The current PCR form is located on the ODE website (www.ode.state.oh.us) under topic "Grants."
This form must be submitted to the Office of Grants Management to obtain the second and subsequent federal payments for the ABLE project. The PCR should be submitted four weeks prior to the date when additional funds will be needed. This form should be submitted only if and when additional funds are needed, pursuant to 31 CFR Part 205.
The superintendent/agency director and treasurer must sign the PCR and are responsible for its content. Other persons, such as the project director may assist in preparing the PCR but the information must agree with the official accounting records maintained by the treasurer.
Line 2C(2) of the form should reflect actual authorized and allowable project expenditures whether or not sufficient ABLE cash has been received to cover such expenditures, but should not include expenditures charged to the carry-over fund. This total includes actual expenditures as of the date of the report or some prior date. The fiscal information date used in determining the total amount expended must be provided in the designated area.
The total should include payments previously made for goods and services. It should not include anticipated payments for personal services (i.e. future salaries and payments to consultants and other personnel) or other encumbrances that will be liquidated after that date.
Yes. Item 2C(2) of the report should inform the Office of Grants Management for the total expenditures, as defined above, which have paid with ABLE funds. Such expenditures should be included even though, at the time of the preparation of the report, insufficient ABLE cash has been received to cover all authorized project expenditures. In such cases, Item 2C3 "Cash Balance on Hand" will reflect a negative figure. However, a cash advance should have been made to the project fund from another funding source as required by state law.
Yes. State funds should be included as part of the allocation, approved amount and cash received in Part 2; however, the form is used to request federal funds only. State funds are paid automatically.
No. The amount of carry-over funds that have been received and expended may be reported in the "Remarks" section.
Payments are mailed or electronically deposited to the district/agency within 3 to 4 weeks following the receipt of the request.
Funds should not be requested for a period longer than 3 months and should not be significantly greater than is necessary to operate the project during the specified period. The three-month period for which funds are requested should be the three months following the date on which ABLE cash on hand will have been spent (2C3). Part 3 of the form should indicate the amount of ABLE cash needed over and above the cash on hand and available carry-over funds.
If the "cash on hand" 2C3 is negative, the amount entered for Item 3B should be great enough to operate the project for the month indicated and eliminate the negative cash balance.
Initial payment will represent the state funded portion of the total allocation, approximately 50 percent of the total in most cases. This amount should be sufficient to operate for 5-6 months. Subsequent payments of federal funds should then be requested on an as needed basis. See item 2-3 of this section.
No. The amount requested should be great enough to cover expenditures (i.e. enough to avoid negative balances) but should not result in substantial cash balance during the year. The portion of the approved grant which is not paid to the district/agency during the project period will not be lost. It will be available for use as carry-over funds along with the unexpended cash on hand at the end of the project period and the portion of the district's/agency's allocation that was not included in the approved budget.
For most projects, all money that was approved for use as carry-over money and was not paid to the district/agency during the original project period will be paid automatically to the school district/agency after approval of the carry-over budget. No request from the district/agency is needed. However, if the amount for carry-over is large, the unpaid balance must be requested by the district/agency in the same manner that second and subsequent federal payments are requested for the new project. In such cases, the district/agency will be contacted by the Office of Grants Management.
The availability of carry-over money always should be considered when requesting second or subsequent federal payments for a project. Depending on the size of the approved carry-over budget, the receipt of carry-over funds may reduce the amount of new money requested in at least one quarter and could remove the need to submit the project cash request form for one or more quarters. Cash balances must always be minimized in accordance with 31 CFR Part 205. Failure to adhere to this requirement may subject entities to repayment of interest earnings or placement on reimbursement for the remainder of the grant term.
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