ADULt LiteRACY GRANt PROGRAM

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illinois state Library Literacy Office
ADULt LiteRACY GRANt PROGRAM
FiNANCiAL MANAGeMeNt & RePORtiNG
CONtRACt:
This document is signed and approved by both your agency and the Secretary of State. Budget line items in Attachment
A and the accompanying budget narrative contain the approved amounts for your project for the fiscal grant period.
Attention to the contractual allocation of expenses is expected of the grantee agency. Unexpended funds will
jeopardize future grant awards.
QUARteRLY FiNANCiAL RePORts (one-page form):
Financial reporting occurs quarterly during the term of the grant, due October 15, January 15, April 15 and July 15. If you
have an approved contract extension, final expenditures will be reported on the Quarterly Financial Report due August 15.
Separate reports are filed for each grant project: Adult Volunteer Literacy, Penny Severns Family Literacy or Workplace
Skills Enhancement. The financial report will calculate the totals. Monies expended on grant activities are reported
whether or not those monies have been received from the state.
Budget Amount (Column 1):These amounts are the approved budget amounts attached to your contract. Do not
change these amounts on your own.
expended First Quarter, expended second Quarter, expended third Quarter, expended Fourth Quarter (Columns 2 - 5):
Enter actual project expenditures on appropriate budget lines. The form will calculate the totals across to the total
expended to Date (Column 7) and down. Each quarter as you expend your grant, the total columns will automatically
calculate. Keep a copy.
total expended to Date (Column 7):The form will automatically calculate this column.
total expended to Date (Column 7) following the Fourth Quarter:This column will show that the total grant funds
awarded have been fully expended unless a contract extension has been approved for expenditures between July 1 and
August 15. At the end of the grant period if expenditures exceed 10 percent of the total budget amount, the project will
incur a penalty that must be paid. Any grant funds shown as unexpended must be returned to the Secretary of State.
Unexpended funds will jeopardize future grant awards.
Contract extension Period (Column 6): If your project received an approved Contract Extension
, the monies expended
between July 1 and August 15 are reported in this column on August 15. the Contract extension Period (Column 6)
amounts will automatically add to Total Expended to Date (Column 7). If your project received an approved Contract
Extension, your project must have obligated all grant monies by June 30, expended all grant monies by August 15 and
return any unspent grant funds by October 1. if your project DiD NOt receive an approved contract extension, do
not complete this column.
BUDGet ChANGe ReQUest (one-page form):
During the grant period, variances may occur between actual costs and the approved budget. If so, a budget change may
or may not be required (see page 2).
Jesse White • secretary of state & state Librarian
Illinois State Library, Gwendolyn Brooks Building
300 S. Second St., Springfield, IL 62701-1796
Page 1
Printed by authority of the State of Illinois. August 2013 – 1 – LD L 19.1
Budget change requests may be submitted any time during the contract term; however, no budget change requests will be
granted after April 30.
No Budget Change Request required:
• No budget change request is required to manipulate 10 percent or less of the total budget.
• Underexpenditures to any amount on any budget line item are acceptable as long as the entire grant is expended
for the literacy project purposes outlined in your original application.
Budget Change Request required:
• If an increase of more than 10 percent of the total budget will occur.
Procedure to request a Budget Change:
1. Before completing this written request, contact the Literacy Office to discuss whether the proposed change is
appropriate.
2.Submit the Budget Change Request form. Include the current budget (showing all budget lines and amounts) as
well as the requested budget changes. Provide an explanation justifying the change on the form.
if a Budget Change is approved:
An approved budget change will initiate a contract amendment.
The previous contract and budget continue to be in effect until the contract amendment is executed (signed by a
representative of the Office of the Secretary of State) and returned to the grantee. The new budget amounts do not go into
effect until the contract amendment has been approved and executed.
Any grant funds unexpended and unobligated at the end of the grant period must be returned to the Illinois State Library
no later than 45 days after the end of the original grant period by August 15. For those projects with a contract extension,
the due date for returning unexpended funds will be October 1.
CONtRACt eXteNsiON ReQUest (one-page form):
If a grantee will need additional time beyond the June 30 ending date to allow for full expenditure of grant funds and the
completion of the original grant project activities, a grantee may apply to the Literacy Office for an extension to the grant
period of the original contract. Approval is not automatic. Contract extensions allow grant projects to expend funds during
the period of July 1 until August 15.
Contract extensions may be submitted any time during the contract term; however, all contract extensions must be
submitted 60 days prior to the end of the contract term or no later than April 30.
No contract extensions will be granted after April 30.
No Contract extension required:
• If all grant activities will be completed and all grant funds will be expended by June 30.
Contract extension required:
• If grant funds will be expended on grant activities during the period of July 1 through August 15.
Procedure to request a Contract extension:
1. Before completing this written request, contact the Literacy Office to discuss whether the proposed change is
appropriate.
2.Submit the Contract Extension Request form. Provide an explanation justifying the change on the Contract
Extension Request form.
Page 2
if a Contract extension is approved:
An approved contract extension will initiate a contract amendment.
The previous contract and budget continue to be in effect until the contract amendment is executed (signed by a
representative of the Office of the Secretary of State) and returned to the grantee. The contract extension does not go into
effect until the contract amendment has been approved and executed.
A contract extension will simply amend the ending date of the original contract. It will not provide any increase in funding
for the project.
Any grant funds unexpended and unobligated at the end of the grant period must be returned to the Illinois State Library
no later than 45 days after the end of the contract extension (October 1).
Quarterly Financial Report
: Contract extension Period (Column 6): If your project received an approved Contract
Extension, report the monies expended between July 1 and August 15 on the Quarterly Financial Report
in the
Contract extension Period (Column 6) on or before August 15. The amounts in the Contract extension Period column
will automatically add the Total Expended to Date (Column 7). Any unspent grant funds must be returned by October 1.
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