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��Optimizing Your 21^st CCLC �Program Budget for Maximum Impact��Tuesday, August 6, 2024�2024 Foundations Conference�Breakout Session�21st CCLC Fiscal Team

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Fiscal Monitors

Ashton Moss

Gina White
Hawhana Locklear
Toya Kimbrough (D12, E02, F18)

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Katrina Blount

Dr. Darren Hamilton
Wendy Buck
Toya Kimbrough (710, A39, C40)

Monica Pask

Areli Perez-Nava
Kendall Cook
Toya Kimbrough (A81, E26, F10)

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Program Administrators by Region

Northeast – Wendy Buck

Southeast – Toya Kimbrough

North Central – Kendall Cook

Sandhills – Hawhana Locklear

Piedmont-Triad – Gina White

Southwest – Dr. Darren Hamilton

Northwest^* – Areli Perez-Nava or Gina White

Western – Areli Perez-Nava

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* Areli Perez-Nava - 050 and C59

* Gina White – A07 and F07

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Budget 208 – FY Budget 208 Tab

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Usual Four Tabs – FY Budget Tab, Positions Tab, Contracted Services Tab, and Equipment & Furniture Tab

New INSTRUCTIONS TAB & 209 AMEND tabs (future PD session)

Required Entries in Top Section:

Organization Name, Unit Number, Cohort, Number, and FY25 Grant Award (Note: Carryover from FY24 will be $0)

Account Title and Account Budget Code – pre-filled, no input required

Ashton

The Budget 208 functionality for FY25 is basically the same as it has been in previous fiscal years.

You will notice the usual four tabs at the bottom, which consist of the FY Budget Tab, the Positions Tab, the Contracted Services Tab, and the Equipment & Furniture Tab. However we have added an INSTRUCTIONS TAB, which is positioned as the very first TAB.

We have also updated the Budget Amendment 209 process, which now automatically incorporates information from the Budget 208, so you will see Budget Amendment Tabs at the end of all of the other usual Tabs that I just mentioned. However we will address the Budget Amendment 209 process during a future PD session.

Just to reiterate what you already likely know about completing the Budget 208, at the top of the FY Budget Tab, you will need to be sure you complete:

Your Organization Name in cell A4
Your Unit Number in cell C5
Your Cohort Number in cell C6
In cell C10 you will enter your Carryover Amount, which is your unspent balance as of 7/1/2024
In cell C11, you will enter your FY25 Grant Award amount, which will then trigger cell C12 to auto-calculate the FY25 Total Amount to be Budgeted on the FY Budget Tab

You will then go through the process of allocating the FY25 Total Amount to be budgeted to the line-item COA codes listed on the FY Budget Tab until you have fully budgeted for the FY25 Total Amount to be budgeted.

As always, a Detailed Budget Narrative must be included for all budgeted amounts. The narrative will be entered in one of four places, according to the instructions listed in Column F for "Detailed Budget Narrative"

The four options are as follows:

Positions Tab - Narratives are to be entered on the Positions Tab.

Detail Narrative Required Here - Narratives are to be entered directly in the cells on the FY Budget 208 Tab.

Contracted Services Tab - Narratives are to be entered on the Contracted Services Tab.

Furniture & Equipment Tab - Narratives are to be entered on the Furniture & Equipment Tab.

The descriptions in the Detailed Budget Narrative column must justify the need for the cost in the context of meeting the goals and objectives listed in your SBE-approved grant application and show the calculations used to derive the amount budgeted.

"$1,200 has been budgeted for mobile communications" is not an acceptable budget narrative.

"The $1,200 budgeted for mobile communications will cover the cost of service for four cell phones, at $100 for all four per month. One phone will be used by the Program Director, and the other three will be used by each of the three Site Directors. Phones will be used for parents to be able to contact the site directly and vice versa, as well as communication between Program Director and Site Leadership. Service is in the name of the organization." is an example of an acceptable detailed budget narrative.

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Budget 208 – FY Budget 208 Tab

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Allocate the FY25 Total Amount to be Budgeted by Line-Item

School Year Amount
Standard Summer Amount (if applicable)
Summer Intensive Amount (if applicable)

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Budget 208 – FY Budget 208 Tab

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Total Budget Amount – this column auto-calculates the amounts entered in School Year Amount, Standard Summer Amount, and Summer Intensive Amount (Columns C, D, and E)

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Budget 208 – FY Budget 208 Tab

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Detailed Budget Narrative – must justify the need for the cost in the context of meeting the goals and objectives listed in your SBE-approved grant application, and show the calculations used to derive the amount budgeted

Detailed Narrative Required Here
Positions Tab
Contracted Services Tab
Furniture & Equipment Tab

School Year Budget Narrative
Standard Summer Budget Narrative (if applicable)
Summer Intensive Budget Narrative (if applicable)

Acceptable Narrative: "Covers the cost of service for four cell phones, at $100 for all four per month. One phone will be used by the Program Director, and the other three will be used by each of the three Site Directors. Phones will be used for parents to be able to contact the site directly and vice versa, as well as communication between Program Director and Site Leadership. Service is in the name of the organization."
Not an acceptable narrative: "$1,200 has been budgeted for mobile communications" is an example of an acceptable detailed budget narrative.

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Budget 208 – FY Budget 208 Tab

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The FY25 Total Amount to be Budgeted indicated here must equal the amount FY25 Total Amount to be Budgeted in the top section.

Employer Social Security/Medicare – 211 Object Code are auto calculated at 7.65% of the sum of all wages budgeted in the associated Purpose Code

Total at the bottom of Column I in Cell I149 must equal the FY25 Total Amount to be Budgeted in the top section in Cell C12

Narratives: Adjust ALL rows, columns, and fonts as necessary for information to be readable. Budget will be returned for edits if not legible.

Signature Section: Printed Name, Signature, and Date of the Fiscal Agent, Program Director, and Finance Officer, if applicable.

Verified Digital Signatures are preferred. (from a Sign Anywhere, Docusign, or similar application or program)

If software is unavailable for verifiable digital signatures, please upload a signature page with handwritten signatures along with the EXCEL version of the Budget.

Ashton

The amounts for Employer Social Security/Medicare taxes under the 211 Object Code are auto-calculated at 7.65% of the associated wages, which is indicated in the cell for the Detailed Budget Narrative, and therefore no additional narrative is required for any of the 211 Employer FICA taxes.

Be sure that the Total at the bottom of Column C in Cell C149 equals the FY25 Total Amount to be Budgeted in the top section in Cell C12

Please adjust ALL rows, columns, and fonts

as necessary for information to be readable.

Budget will be returned for edits if not legible.

The last section of the FY Budget Tab is the Signature Section, which has the Printed Name, Signature, and Date of the Fiscal Agent, Program Director, and Finance Officer, if applicable.

Verified Digital Signatures are preferred. (from a Sign Anywhere, Docusign, or similar application or program), however, if software is unavailable for verifiable digital signatures, please upload a signature page with handwritten signatures along with the EXCEL version of the Budget.

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Budget 208 – Instructions for FY Budget 208 Tab

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Budget 208 – Positions Tab

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FY Budget Tab

Positions Tab

(W2 Only)

The budgeted amounts for "Positions" (100 level Object Codes)

from the FY Budget Tab

will automatically feed into the Positions Tab.

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Budget 208 – Positions Tab

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FY Budget 208

Positions Tab

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Budget 208 – Positions Tab Narratives

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FY Budget Tab

Positions Tab

(W2 Only)

1-Site Directors School Year $22,000

1-Teachers School Year $62,000

1-Lead Teachers School Year $10,000

1-Site Directors Standard Summer $6,000

1-Teachers Standard Summer $15,000

1-Lead Teachers Standard Summer $4,000

1-Site Directors Summer Intensive $3,000

1-Teachers Summer Intensive $6,500

1-Lead Teachers Summer Intensive $2,000

Each position narrative has 2 parts!

Monica

Each amount budgeted for on the FY Budget Tab needs a detailed narrative

For Positions, continuing with the same scenario that we have been working with thus far, that means that you will need to enter a detailed narrative for the

A detailed narrative for the $22,000 budgeted for School Year Site Director positions

A detailed narrative for the $6,000 budgeted for the Standard Summer Site Director positions, and

A Detailed narrative for the $3,000 budgeted for the Summer Intensive Site Director positions

Same thing for the amounts budgeted for each type of programming for Teachers,

A detailed narrative for the $62,000 budgeted for School Year Teacher positions

A detailed narrative for the $15,000 budgeted for the Standard Summer Teacher positions, and

A detailed narrative for the $6,500 budgeted for the Summer Intensive Teacher positions

And again, a detailed narrative for each amount budgeted for all types of programming with budgeted Lead Teacher positions

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Budget 208 – Positions Tab Narratives

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Positions Tab

1-Site Directors School Year $22,000

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2

Monica

Here is a close-up of the information that is required to be completed on the Positions Tab for each position.

As I mentioned a few slides back, we have incorporated the Pay Rate Schedule into the Detailed Budget Narrative Section on the Positions Tab.

The Detailed Budget Narrative Section is made up of two parts.

Part 1 is where you will provide a detailed position description, including duties performed, possibly necessary qualifications, and any other information that helps clearly communicate and justify the position and the amount budgeted

Part 2 is where you will provide the number the number of positions, the rate per hour, the number of hours per week, and Total Weeks; You'll want to be sure that you differentiate between school-year and summer, if applicable, for both number of hours per week and Total Weeks

As a reminder, the Amount is pulled over from the FY Budget Tab, so the information that you put into Part 2 of the Narrative isn't used to calculate the Amount, but you must make sure that whatever information you enter does tie back to the Amount that pulled over

According to the screenshot on this slide, the subgrantee has budgeted $22,000 for School Year Site Directors in the 5350.110.113 Site Director Chart of Account code on the FY Budget Tab, which according to the information in Part 2, is one staff member, who makes $22 per hour, works 20 hours per week during the school year for 34 weeks, and 40 hours per week for 8 weeks in the summer.

You would continue completing both parts of the narrative for each position type / programming type budgeted for on the FY Budget Tab

The Detailed Bud

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Budget 208 – Instructions for �Positions Tab (W-2 only)

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We really did try hard to make

the instructions helpful!

So, give them a read!

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Budget 208 – Instructions for �Positions Tab (W-2 only)

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We really did try hard to make

the instructions helpful!

So, give them a read!

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Budget 208 – Contracted Services Tab

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amount in this cell is calculated based on the amounts entered on the FY Budget Tab for the COA codes associated with Contracted Services

amount in this cell is calculated based on the amounts entered above and should equal the amount in Cell G15 below.

Indicate Yes or No in this column.

Monica

Contracted Services Tab – there are no changes to this tab

Unlike the Positions Tab, the Contracted Services Tab does not automatically pull from the FY Budget Tab, and therefore you must manually enter the Account title and Account Budget Code associated with each contract you have budgeted for on the FY Budget 208 Tab

In Column A you will enter the Account Title

Column B with be the corresponding Account Budget Code

Column C you will enter the name of the vendor that you are contracting with – only on vendor per row

Column D you will enter a Detailed Narrative for the contract – describe the proposed services to be provided. If applicable, specify if the services are specific to the School Year, or Summer Programming

In Column E, you will enter the rate that best aligns with the contract, whether that be an hourly rate, monthly rate, number of sessions, etc.

In Column F, you will enter the Quantity that aligns with Rate type entered in Column E, so enter the number of hours, months, or sessions

Column G is the Total Contract Amount, which auto-calculates based on the RATE and QUANTITY entered

Column H is the CONTRACT UPLOAD indicator; You will indicate with a Y for Yes if the contract has been uploaded into CCIP for review and approval by the fiscal team, or you will an N for No if the contract has not been uploaded into CCIP

As a reminder, all contracts must be uploaded into CCIP for review and approval by DPI Fiscal Team prior to submitting for reimbursement, or the associated expenditures will be considered questioned cost

If you have more contracts than there are rows on the Contracted Services Tab, you will need to Insert Rows as needed

Finally, the Total Contracted Services amount in Cell G13 auto-sums the Total Contract Amount for all contracts listed on the Contracted Services Tab itself

The amount in this cell must equal the amount in the Cell G15, which auto calculates what the Total Contracted Services amount in Cell G13 should be based on the amounts entered on the FY Budget 208 Tab.

If G13 does not equal G15, adjustments to the data entered on the Contracted Services Tab are required.

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Budget 208 – Contracted Services Tab

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The Application can be submitted to Chief Administrator Approved for review and approval without the contracts uploaded into CCIP for review and approval.

However, the contracts must be uploaded and approved prior to submitting for reimbursement in ERaCA / drawing down in BAAS.

If a contract is not uploaded with the initial submission of the continuation application, enter as much information that you currently have (vendor name, scope of services, rate, etc.) and indicate "No" in the last column of the Contracted Services Tab indicating that the contract has not been uploaded for review at this time.

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Budget 208 – Instructions for �Contracted Services Tab (1099 only)

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Budget 208 – Equipment & Furniture Tab

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amount in this cell is calculated based on the amounts entered above and should equal the amount in Cell G13 below

amount in this cell is calculated based on the amounts entered on the FY Budget Tab for the COA codes associated with Equipment & Furniture

Katrina

Equipment & Furniture Tab - again there are no changes to the Equipment & Furniture Tab from previous years

Just like the Contracted Services Tab, the Equipment & Furniture Tab does not automatically pull from the FY Budget Tab, and again you must manually enter the Account Title and Account Budget Code associated with each intended furniture or equipment purchase that has been budgeted for

In Column A you will enter the Account Title

Column B with be the corresponding Account Budget Code

Column C you will enter the Item Description of the items to be purchased, being as specific as possible

Column D you will enter the Quantity, ie: the number of items to be purchased

In Column E, you will enter the Unit Cost per item

Column F auto-calculates based on the QUANTITY and UNIT COST entered

Column G is for the PLANNED USE IN PROJECT where you will provide additional context for how the items will be used in the program. Be as specific as possible to justify that the items are needed to meet the goals and objectives stated in your SBE-approved grant application.

**Mention Required Document “Inventory Listing”

If additional rows are needed, you will need to Insert Rows to accommodate.

Finally, the Total Equipment & Furniture amount in cell F11 auto-sums the Total Cost for all items listed on the Equipment & Furniture Tab itself

The amount in this cell must equal the amount in the Cell F13, which auto calculates what the Total Equipment & Furniture amount in Cell F11 should be based on the amounts entered on the FY Budget 208 Tab.

If F11 does not equal F13, adjustments to the data entered on the Equipment & Furniture Tab are required.

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Budget 208 – Instructions for �Equipment & Furniture Tab

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one last reminder…..

to read the NEW Instructions Tab!

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Budget 208 – Final Tips & Reminders

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Read and Use the INSTRUCTIONS TAB for assistance.

Do not override formulas for Employer Social Security (211 Object Code) or the Total Cost columns on Contracted Services Tab and Equipment & Furniture Tab.

Provide detailed narratives when requested throughout each of the Tabs.

Ensure that the built-in validation cells match as indicated. (FY Budget Tab: C12 & I149, Contracted Services Tab: H13 & H15, Equipment & Furniture Tab: F11 & F13.)

Ensure that the Contract Uploaded indicator on the Contracted Services Tab (Column H) is accurate.

Ensure that all signatures have been obtained.

An Excel version must be uploaded into CCIP.

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Feedback

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Questions?

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