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K12 SWP Grant Tracking Workbook - Non-Required Resource
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Disclaimer: Please always ensure that the formulas are functioning correctly. This sample grant tracking spreadsheet is being provided to the region as an additional resource that may be utilized for tracking grant expenditure process. Use of the resource is not required, and LARC is not responsible for any tracking errors.
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Making a Copy
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The spreadsheet is VIEW ONLY.
To utilize, please either make a Google Sheet copy (File --> Make a Copy) or download as an Excel sheet (File --> Download --> Microsoft Excel).
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Sample Completed Tracking Workbook
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A sample completed tracking workbook is available here for your reference.
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Initial Set-up
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TabRecommended ActionNotes
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Expenditure ReportEnter Project NameEntered information will automatically be applied to the expenditure tracking sheets
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Enter Funding Round
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Approved Grant Budget in NOVA Category Totals (B6:B12)
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Total Approved Grant Budget (to compare) (A15)
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Approved Match Budget in NOVA Category Totals (B20:B25)
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Total Approved Match Budget (to compare) (A28)
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Select Reporting Periods That Align with the Reporting Schedule (C5:G5)Grant/Match Reporting Schedule; will auto-populate for match
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Grant Expenditure TrackingRelated Workplan ActivitiesMust align with approved workplan in NOVA
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Planned Expenditure SummaryMust be allowable grant expenditures per RFA
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Match Expenditure TrackingFunding Source(s)Must be allowable funding source(s) per RFA
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Planned Expenditure SummaryMust be allowable match expenditures per RFA
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Utilizing the Spreadsheet
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TabRecommended ActionNotes
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Expenditure ReportAdd any necessary notes in the "Notes" section (rows 31-33)All expenditures will be automatically populated
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Grant Expenditure Tracking SheetSelect Budget Category to which the encumbrance or expense should be applied
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Enter encumbrance (B), if applicableShould be removed once becomes expenditure
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Enter expenditure (C), if applicableWill be automatically populated in expenditure report
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For Expenditure: Enter the transaction dateDate that appears as expenditure in financial system
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For Expenditure: Enter NOVA Reporting Period in which the transaction date fallsK12 SWP Reporting Schedule
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Enter Related Workplan Activities Must align with approved workplan in NOVA
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Enter a detailed description of the encumbrance/expense
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Match Expenditure Tracking SheetSelect Budget Category to which the encumbrance or expense should be applied
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Enter encumbrance (B), if applicableShould be removed once becomes expenditure
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Enter expenditure (C), if applicableWill be automatically populated in expenditure report
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For Expenditure: Enter the transaction dateDate that appears as expenditure in financial system
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For Expenditure: Enter NOVA Reporting Period in which the transaction date fallsK12 SWP Reporting Schedule
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Enter Funding SourceMust be allowable funding source(s) per RFA
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Enter a detailed description of the encumbrance/expense
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