Grants Management
Frequently Asked Questions
No, however, our office will contact you to resubmit the request(s) on the appropriate forms. These forms can be downloaded from our website.
Information can be found at the following link: The Financial and Program Cost Accounting and Reporting for Florida Schools (Red Book).
No. Indirect costs apply only to federal projects. This information is referenced in the Project Application and Amendment Procedures for Federal and State Programs (Green Book) Section C - Fiscal and Program Accountability, Administrative Cost, and in Section D – General Assurances, Terms, and Conditions for Participation in Federal and State Programs, Indirect Cost.
In order to be allowed to recover indirect costs, agencies other than school districts, state agencies, state universities and state community colleges must furnish to the Comptroller's Office a copy of their current negotiated indirect cost plan that has been approved by the appropriate cognizant agency. If there is no such plan, the CBO may not charge indirect costs. The department of Education may approve amounts from zero to the maximum negotiated rate to a program or project. Indirect cost shall only apply to federal projects. Refer to the Project Application and Amendment Procedures for Federal and State Programs (Green Book), Section C, under Administrative Cost and Section D, under Indirect Cost.
For school districts, take the amount available to earn indirect costs and subtract excluded costs (capital outlay, flow-through and sub-contracts). This is the net amount available for both indirect and direct costs. Divide the net amount by the applicable approved indirect cost rate plus 100 percent which will give the direct cost. Subtract the direct cost amount from the net amount available to get the indirect cost amount for the budget. See example below. State Universities and state Community Colleges shall charge no more than 5 percent. Indirect cost shall apply only to federal projects.
Example:
| Project Amount | $ 545,000 |
| Less: excluded cost | 1,445 |
| Net amount for direct and indirect cost | 543,555 |
| Divide net amount by the combined | 103.95% |
percentage of 100 percent plus the |
|
| Subtract this amount from the net amount | 522,900 |
| Equals the indirect cost dollar amount | $ 20,655 |
- A copy of the organization's current operating budget
- A list of its current board of directors
- The certification page signed by the agency head certifying applicant adherence to the General Assurances, Terms, and Conditions for Participation in Federal and State Programs, and
- A copy of the agency’s most recent annual audit report prepared by an independent certified public accountant licensed in this state.
All of these items must be submitted prior to the issuance of a project award. At the option of the department, additional documentation of financial stability may be required as a condition of funding.
Performance- Payment will be made upon submission of a properly prepared invoice and documented allowable disbursements, plus documentation of completion of specified performance objectives, which are stated in the approved project. The program administrator is responsible for approving performance deliverables prior to payment. Detailed instructions are also outlined in the Green Book, Section C, Fiscal and Program Accountability, under Project Reports.
Reimbursement – Payment will be made upon submission of a properly prepared invoice and documented allowable disbursements, in accordance with the applicable program requirements and instructions outlined in the approved project. Detailed instructions are also outlined in the Green Book, Section C, Fiscal and Program Accountability, under Project Reports.
Legible copies of all invoices or receipts, which set forth details sufficient for a proper pre-audit and post-audit, shall be submitted with the reimbursement package. The invoices and the entries on the detail forms should correspond with the agency's account codes listed on the applicable Project Disbursement Report.
All claims must be a direct cost to the program, unless there is an approved indirect cost allocation plan on file with the Department Comptroller's Office. See procedures for requesting reimbursement in the Department's Green Book.
The Office of Grants Management assigns the project number. The first three characters identify the agency.
The next five characters identify the funding source from which the project will be paid.
The last five characters are used to identify sub-elements referred to as the project code. They identify the fiscal year of funding, the payment method, program identifier and the number of projects issued to an agency by that funding source.
The forms can be found in the Green Book under the forms section at Project Application and Amendment Procedures for Federal and State Programs (Green Book).
Yes, this letter must accompany each application as is specified in the Green Book. The letter must come from the authorized official agency head assigning signature authority in their absence.