Appropriate Documents Should Be Provided for Review

Appropriate Documents Should Be Provided for Review

Program Name: / Person Interviewed:
SDA: / Date of Review: / Reviewed By:

Appropriate documents should be provided for review.

CATEGORY / DOCUMENTATION/COMMENTS
  1. Original contract (RFA) should be readily available for reference

1.A. RFA Budget Form #2
What are your present summary amounts for each project? /
  1. 01938
  2. 2636A
  3. 2646A
  4. 2656A
  5. 2666A

1.B. Amended Budget Forms
Have you amended any of the above budgets from their original allocations for FY17? If so, which ones? How many times have they been amended?
1.C. Copies of Amendments and Budgets
Do you maintain a copy of the amendment requests and approvals from OAE with your original budgets?
1.D. Updating Budgets
How are budget amendments updated in the accounting system?
  1. Payroll Records

2.A. Payroll Records – Employee Names
Do your payroll records reflect the names of employees and the amounts charged to each project?Please provide the appropriate payroll documentation.
2.B. Employee Changes
Have you had any changes in full-time personnel during FY17 that required notification to OAE via a budget amendment? If so, who are they and what were the changes?
2.C. Employees – Multiple Funding Sources
Do you have employees that are paid from multiple funding sources (from multiple projects within the adult education grants or from grants and other funding sources, such as technical education or GED testing)? If so, who are they?
2.D. Time and Effort
Do you maintain Time and Effort reports with payroll documentation for employees? If yes, can you provide a sample form(s)?
  1. Fiscal Policy and Procedures

3.A. Policy and Procedures - Travel
Does your organization or the program have written policies and procedures for travel? Can you please describe your institution’s process?
3.B. Policy and Procedures – Purchasing
Does your organization or the program have written policies and procedures for purchasing? Can you please describe your institution’s process?
3.C. Policy and Procedures – Registration Fee Requests
Does your organization or the program have written policies and procedures for registration fee requests? Can you please describe your institution’s process?
  1. Budget Meetings and Funds Requisitions

4.A. Budget Meeting with Business Office Personnel
How often do you meet with your business office to ensure that grant monies are being charged to the appropriate categories? What documentation do you have of those meetings?
4.B. Budget Reports
Do you receive copies of budget reports for your program from your business office? Is so, how often?
4.C. Budget Reconciliation
What is your normal process for reconciling and ensuring that money from the grant is being charged to the appropriate projects and line items? Do you maintain any type of spreadsheet or other documents that assist you in tracking expenditures?
4.D. Budget Requisitions
Does your business office or program prepare the funds requisitions on a monthly basis? If so, do you receive a copy?

E

Comments or Notes:

Identified Issues/Concerns:

Source: Rodney W. Dorton, Fiscal Operations Manager, Office of Adult Education, TechnicalCollege System of Georgia Page 1 of 3

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