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PED Capital Outlay Bureau

PED Capital Outlay Bureau. Accessing Capital Outlay Funds—The Process. Your Presenters. Antonio Ortiz—Director Chris Thweatt—Financial Coordinator Lisa Romero—Financial Coordinator. Goals. Learn key Grant Agreement components Understand the Notice of Obligation form

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PED Capital Outlay Bureau

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  1. PED Capital Outlay Bureau Accessing Capital Outlay Funds—The Process

  2. Your Presenters Antonio Ortiz—Director Chris Thweatt—Financial Coordinator Lisa Romero—Financial Coordinator

  3. Goals Learn key Grant Agreement components Understand the Notice of Obligation form Know timelines for submitting RfRs Become familiar with monthly reporting

  4. Purpose:Review DFA Grant Agreement DFA Initiative Implemented by all state agencies Easier to track statewide appropriations Took effect in the 2010- 2011 school year

  5. Step 1: Certification

  6. Step 2: Grant Agreement Sent with the Certification form / STB Questionnaire Issued for the appropriation amount (adjusted for AIPP) Executed when Grantee and PED have signed Finalized Grant Agreement will be sent to district/charter

  7. Step 3: Notice of Obligation Encumber funds only after receiving this notice Submit Request to Obligate Funds form (formerly the Request for Project Plan Approval form) Include bids or quotes

  8. Step 3: Notice of Obligation PED approval or disapproval letter Encumber the PED-approved expenditures Include a “non-appropriations” clause or termination clause in all contracts funded in whole or part by funds available in Grant Agreement

  9. Provisions to Terminate the Grant Agreement Completion of project Non-appropriation Suspected mishandling of public funds Violation of terms of the agreement

  10. Step 4: Requests for Reimbursements and Reversions For unreimbursed expenditures or liabilities ≥ $1,500 At the end of the calendar quarter Submitted into OBMS within 20 days At the end of the fiscal year— submitted into OBMS within five days

  11. Step 4: Requests for Reimbursements and Reversions Paid invoices—include reimbursement request form, proof of payment, invoice, and expenditure report Unpaid invoices—include reimbursement request form, invoice, and verification that vendor is in the SHARE system

  12. Step 4: Requests for Reimbursements and Reversions Funds must be “expended” prior to the reversion or early termination date Expended—when goods and services are received by the grantee and/or services are rendered for the grantee

  13. Purpose:Review DFA Grant Agreement Direct Appropriations signed into law by Governor District/Charter Submits RTOF with bids/quotes to PED District/Charter sends Certification / Questionnaire and Grant Agreement to PED when the project is ready to proceed PED responds with NOB or disapproval letter to District/Charter Districts/State Charters accept/reject by June 1st PED sends finalized Grant Agreement to District/Charter Certification / Questionnaires and Grant Agreement sent to District/State Charter District/Charter uses NOB to make expenditures and submit RfR

  14. Step 5: Paperless Reporting Monthly paperless reporting District/charter submits reports into the Capital Projects Monitoring System (CPMS) Submit at: http://cpms.dfa.state.nm.us/login.aspx One user id and password per district/charter

  15. Step 5: Paperless Reporting Report due on the last day of the month • Final report due 20 days after completion of project

  16. Summary: Where We’ve Been Certification Grant Agreement Request to Obligate Funds form Notice of Obligation RfR Monthly Reporting

  17. Revisit and Reflect • What “a-ha’s” do you want to take with you? • What do you want to stay mindful of? • How did this overview help you?

  18. Questions???

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