Each program must expend and account for grant funds
in accordance with the State laws and procedures. Fiscal control and
accounting procedures of each program must be sufficient to:
Permit preparation of reports required by the State
Permit the tracing of funds to a level of expenditures
adequate to establish that such funds have not been used in violation
of the restrictions of applicable statutes.
The grantee must submit all fiscal reports, on time,
as requested by the grantor.
The grantee must respond to all questioned items in
an audit or monitoring review. The response and all requested documentation
must be submitted in a reasonable time.
Programs must use the locally approved purchasing procedures
for all purchases. Appropriate records must be kept on file for such
purchases
Instructional Materials
All instructional materials ordered must
be approved by the local program director and paid for with the
approved budget line item
Equipment
The purchase of equipment with a value of $750
or greater must be approved by the State Director. "Equipment" includes
furniture, computers, etc.
How to request approval for purchasing equipment
Send a written request, including all appropriate
documentation, to the State Director.
Allow at least two weeks for approval.
Inventory of Equipment
All equipment with a value of $750 or greater
purchased with adult education funds must be
tagged with the tags provided by the State Office. Each item of
equipment
must
be tagged; i.e., computer, printer and monitor
should each have a separate tag.
Local programs are required to maintain a complete
inventory of all equipment.
Local programs must submit the Equipment Register
Form SFN 9012 to DPI within 10 days of receipt
of the equipment.
Disposal/or Dropping of Equipment from Inventory
The State Office must be contacted and approval
granted before any equipment purchased with adult
education funds may be disposed or dropped from the inventory.
In-state travel should be approved by the local
program director/coordinator and may be charged to the adult
education program budget provided that such travel is related
to an approved
adult education activity.
In-state travel must be approved in writing, based
upon local procedures, prior to travel taking place.
Out-of-State
The local director/coordinator and the state director
for adult education must approve out-of-state travel
for all adult education staff.
Out-of-state travel must be approved in writing
at least 15 days prior to the commencement of such travel.
Reimbursement for Travel Expenditures
Reimbursement at the local program level will be
conducted based upon local program procedures and at the
local rate of reimbursement.
Events sponsored or approved by the State Office
of Adult Education and Literacy will be reimbursed at the
State Rate. The State reimburses for meals, mileage and lodging.
For the
State Rate, please contact the state office.
How do I apply for reimbursement of travel expenditures?
To request reimbursement from the local program budget,
follow locally approved procedures.
For reimbursement from
the State, the State Office will provide the appropriate
forms for the approved travel.
Complete the
form and return it to the State Office for approval
and reimbursement. The following information will be
required:
Meals: date and exact time of departure and arrival.
Motel:
actual receipt, if sharing a room, the actual cost
each individual paid will be reimbursed
(not exceeding the
state rate).
Travel
1.
Air Travel: airline ticket stub
2.
Mileage: If your personal
vehicle was used, the actual mileage, to and from.
3.
Taxi:
A receipt is required if more than $10 per day.
ALCs (grantees) funded under the Adult Education Act may not charge
those who enroll in the program for services.
The grantee may charge students and others a reasonable fee as a deposit
for textbooks and other instructional materials. Upon return of textbooks/materials,
provided it is in reasonable condition, a full refund of the deposit
should be made.
Special services requested by other agencies performed by the ALC
beyond the regularly scheduled activities of the Adult Learning Center
may be subject to a reasonable charge to cover the cost of these services.
The charges will be determined by the local administration. For further
guidance on this area, the local program directors may contact the State
Office.
Local programs may enter into a contract or grant program for services
if they choose to; however, the local programs must follow the guidelines
provided by other grantors/contractors. It is expected that there will
be no commingling of these funds with the grant award for Adult Education.
(This section describes the basic
standard and the methods under which the DPI will make payments to grantees
and contractors.)
Reimbursement is the preferred method for payments to grantees. The
grantee will submit the appropriate Budget/Expenditure Report (see forms
section) on designated dates.
The payments to the grantees will be based on the grantee's actual
expenditures covered in that reporting period.
Grantees may be paid in advance, provided they maintain and/or demonstrate
the willingness and ability to maintain procedures to minimize the time
elapsing between the transfer of the funds and their disbursement.
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Send
mail to dpi@nd.gov if
you have any questions or comments.
North
Dakota Department of Public Instruction
Dr. Wayne G. Sanstead, State Superintendent
600 E. Boulevard Avenue, Dept. 201
Bismarck, North Dakota 58505-0440
701/328-2260
