This Is for Assigned Grantees Only

I. Overview

The Missouri Department of Elementary and Secondary Education, Division of Financial and Administrative Services, has implemented a Cash Management Plan policy for grantees that meet specific criteria as outlined below.

II. Criteria

The following criteria may trigger the Cash Management Plan policy to be implemented:

Fiscal Compliance: The grantee has not met a specific grant requirement or has had multiple questions related to a specific grant requirement.

Possible Closure or Annexation: There is a possibility the grantee will close or be annexed into other districts.

Accusations of Fraud/Abuse: There have been allegations of fraud and/or abuse of grant funds.

Financially Distressed: The granteehas been identified as financially distressed by the School Finance Section or other section within the Department or by other evidence brought to the attention of the Department.

III. Cash Management Plan

If the grantee meets one of the criteria above, the granteemay be placed on a Cash Management Plan in an effort to ensure future grant compliance, and will also help the grantee to avoid situations that could have potentially catastrophic financial consequences.

IV. Documentation

Placement on the Cash Management Plan will require the grantee to submit the Request for Reimbursement (RFR) form and supporting documentation (i.e. general ledger, copies of receipts, purchase orders, etc) on all payment requests for applicable grants. In addition, the attached Payment Request Formmust be completed for each reimbursement request. The Payment Request Form has the following components:

Grantee Information Section:

The grantee is required to enter their name and date. The grantee must also enter the period for which the payment request covers (i.e. the reimbursement period may be January 1 – February 28) and the expenditures occurred. See diagram below for all required fields.

GRANTEE NAME: / DATE:
PERIOD FOR REIMBURSEMENT REQUEST:

Grantee Employee Payroll:

The grantee must enter each employee name paid in part or entirely with grant funds for the reimbursement period, their position, number of hours worked during requested period, rate of pay, the salary amount for this reimbursement period, and the date range for the reimbursement period. The date range may only be for expenditures to date and not for anticipated expenditures. The total salary for all employees must match the total salary requested in the RFR. See diagram below for the required fields in this section.

Employee Name / Position / Number of
Hours Worked / Rate of Pay / Salary Amount / Date Range
Payment Request Covers
Example: John Doe / Afterschool Tutor / 1.00 / $15/hr / $150.00 / 07/01/11-07/15/11

Travel/Transportation, Materials/Supplies, Capital Outlay (Equipment), Professional Development, and Purchased Services Budget Categories:

The grantee must enter each expense in part or entirely with grant funds for the funding period, the description of products or services, calculation, amount paid, and the date paid. The paid date may only be for expenditures to date and not for anticipated expenditures. See diagram below for the required fields in these sections.

Vendor Name / Description & Calculation / Amount / Date Vendor Paid
Example: ABC Technologies / 5 Kindles for book club ($90x5) / $450.00 / 07/01/11

After all supporting documentation has been approved by the Department, the Payment Request will be processed for payment.

V. Submission

Payment Request Form, supporting documentationand the RFR form is encouraged to be submitted between the 22nd – 25thof each month,in which, reimbursement is requested. Forms must be submitted according to the submission instructions outlined on the form. The granteewill be notified on a year-to-year basis if they will continue to be placed under the Cash Management Plan policy.

AFTERSCHOOL PROGRAMS (21st CCLC) CASH MANAGEMENT PLAN

PAYMENT REQUEST FORM

DIRECTIONS: IN ORDER TO RECEIVE REIMBURSEMENT, THE GRANTEE MUST COMPLETE EACH SECTION OF THIS FORM FOR ALLPAYMENT REQUESTS, ALONG WITH DOCUMENTATION, AND THE REQUEST FOR REIMBURSEMENT. SUBMISSION INSTRUCTIONS ARE LOCATED ONPAGE 2 OF THIS DOCUMENT.

GRANTEE NAME: / DATE:
PERIOD FOR REIMBURSEMENT REQUEST:
LIST STAFF PAID IN PART OR ENTIRELY WITH GRANT FUNDS, THEIR POSITION, NUMBER OF HOURS WORKED DURING PAY PERIOD, DATE RANGE PAYMENT REQUEST COVERS, AND THEIR SALARY AMOUNT, WHICH IS TO BE REIMBURSED UNDER THIS REQUEST.
Employee Name / Position / Number of
Hours Worked / Rate of Pay / Salary Amount / Date Range
Payment Request Covers
Example: John Doe / Afterschool Tutor / 10 / $15/hr. / $150.00 / 07/01/11-07/15/11