1. 21st CENTURY COMMUNITY LEARNING CENTERS PROGRAM FY13 Budget Utilization & Amendments Desmond Carter, BA

2. Budget Utilization • Know your budget well • Submit your monthly reimbursement requests on time in GAORS (by 15th of the month) • Review actual year-to-date vs. budget expense report at least once a month • Procure budgeted items early - do not wait until the end of the year unless necessary • Monitor actual expense vs. budget variances; consult with your BA or ERES

3. Budget Amendment • Subgrantees may submit amended budgets throughout the fiscal year, as necessary • All amended budgets must be submitted no later than May 15th of each fiscal year

4. Budget Amendment (Cont’d…) • Budget amendments are required in the following instances: • To allocate carryover funds from the prior year • When there is a 10 percent +/- variance within a function code • When changes in key personnel occur • When programmatic changes occur Note: Please keep in mind that even if a deviation from the approved budget does not require a budget amendment (because the deviation does not fall within the +/- % threshold at the function level), depending on the nature or magnitude of the expense, the deviation may or may not be allowable. We recommend that you consult with your ERES/ BA first.

5. Budget Amendment (Cont’d…) Budget amendment procedures are as follows: • Subgrantee will complete the budget amendment form (see Resources folder in your CD) in its entirety and send to Budget Analyst and ERES to review. Once approved, sign in blue ink, and mail to GaDOE • If there are any changes in the budget details, the subgrantee will submit a detailed budget amendment form in addition to submitting an amended budget through Consolidated Application • The designated Coordinator will input the amended budget information and sign-off • The designated Superintendent will review, approve, and sign-off on the amended budget • The Budget Analyst will receive an email notification from the Consolidated Application of amended budget submitted by the subgrantee • Budget Analyst will review all amended budget submittals for approval

6. Budget Amendment (Cont’d…) • Upon approval in Consolidated Application, the subgrantee will receive an email and written notification • If the amended budget is rejected in Consolidated Application, the subgrantee will receive an email notification as well as a budget checklist document by email from the Budget Analyst. It is the subgrantee’s responsibility to correct and re-submit the amended budget in Consolidated Application, as well as make all necessary changes on the Budget Amendment form

7. Questions?