Slide 1 Welcome to How to Use the Charter School Program (CSP) Grant Budget Tool. The purpose of this tutorial is to guide current CSP sub-recipients through the reporting Budget Tool. The Budget Tool will increase accountability of CSP grant funds through the regular reporting of grant expenditures. Slide 2 This tutorial is designed to provide guidance in addition to the first CSP Grant Budget Tool tutorial titled What is the Charter Schools Program (CSP) Grant Budget Tool?. To enhance your experience, please view the first tutorial and the Terms document that accompanies this video prior to navigating to the next slide. Slide 3 By the end of this tutorial, you will learn the basics of using the CSP Grant Budget Tool. To accomplish this, we’ll review three important steps. In step one, we’ll review how to verify the school’s final approved budget. In step two, we’ll review how to enter expenditures and inventory, and in step three we’ll review how to submit itemized expenditure and inventory reports to the program office. Let us begin with step one, verifying the approved budget. Slide 4 Before you begin entering expenditures and inventory, it is important to verify that the information manually entered into the budget tool by the program office is consistent with the approved budget narrative. This verification should be done each time a CSP sub-recipient receives a new Project Award Notification from the program office. If this verification is not completed, the CSP sub-recipient runs the risk of reporting expenditures against incorrect information. To complete this verification, you will first need to access your approved budget narrative which is attached to the Project Award Notification. Slide 5 To access the Project Award Notification, go to www.flcsp.org and log into the CSP Tracking System with your current login and password credentials. Once you have logged in, click on the Documents tab. On the Documents page, scroll down until you see the Optional Documents section. The Project Award Notification will be located in this section. When you download this item, you will see the Project Award Notification and the approved budget narrative form. The approved budget narrative form is what you will crosscheck with the budget tool. Slide 6 To access the budget tool, click on the Budgets tab. On the Budgets page, look for the phase the CSP sub-recipient is currently in, and click on the golden text box underneath it that says “Budget.” Clicking on the Budget textbox, will take you to the Manage Budget Item page, which is referred to as the Budget Tool. On this page, you will notice that each budget line item is grouped appropriately according to the approved budget. Using the approved budget narrative form, review all of the information on this page to make sure each item matches. Slide 7 To successfully verify the approved budget narrative form matches the budget tool, you should compare each function code, object code, quantity, item title, notes, amount per item, and the total amount. Slide 8 While completing the verification, you may notice a difference between the function and object codes used on the approved budget narrative form and the budget tool. This discrepancy occurs when districts utilize different codes to correspond with their internal fiscal processing. While both codes are acceptable, the program office will follow function and object codes per the department issued Red Book and therefore Red Book coding will appear in the budget tool. If you have questions regarding the coding used or believe there is a mistake, contact your CSP Grant Team by phone or email. Slide 9 Next we’ll review step two, entering expenditures and inventory. Slide 10 To report an expenditure, click on the Home tab. In the task list, click on Item 4, Expenditure Reports. This will take you to the Budgets page. On the Budgets page, look for the phase your school is currently in, and click on the name of the next report that is due. For example, if ABC Charter School is currently in the Implementation phase, ABC Charter School would look for the header that says “Implementation” and proceed to click on the next report due titled “1/1/2016 Expenditure Report. “ By doing this, the Manage Expenditure and Inventory page will appear. This is where you will enter your expenditures and inventory. Slide 11 If a budget item is not within the 600 object code series, you will only need to report expenditures. To do this, click on the Report Expenditures button. On the following page, enter the quantity purchased, expended amount per item, and any comments you may want to add. When you are done, select Save to save all of the information you have just entered. SLide 12 If a budget item’s object code is within the 600 object code series, you will need to report expenditures and inventory. To do this, click on the report expenditures and inventory button. On the following page, begin by entering the quantity purchased, expended amount per item, and any comments you may want to add. Once you have entered your expenditure information, as well as the quantity purchased, the system will automatically populate the number of items that need to be inventoried. To enter the inventory information, select the item status and enter the location of each item. When you are done, select Save to save all of the information you have just entered. Slide 13 After verifying the approved budget and entering expenditures and inventory, you will need to submit itemized expenditure and inventory reports to the program office. Slide 14 When an inventory or expenditure report is due, the CSP sub-recipient should first conduct a thorough review of the information entered into the budget tool. Once you have verified all of the information has been entered correctly, you may submit your report to the program office by clicking on the “Submit for Review” button. Remember that you don’t have to submit for review each time you make updates to your expenditures. The system will save your changes as you make them. You should only submit for review once per month when your report is due. Now let’s focus on the button next to the “Submit for Review” button titled “Mark as Final.” This button should never be clicked on, unless instructed to do so by the program office. Clicking on this button will lock your budget information and not allow any additional edits in the future. SLide 15 Let us review what we’ve learned throughout this tutorial. In step one, we reviewed how to verify the approved budget. In step two, we reviewed how to enter expenditures and inventory, and in step three we reviewed how to submit itemized expenditure and inventory reports to the program office. For more information on using the budget tool, view the Important Highlights Budget Tool video tutorial posted on the CSP Grant video tutorial webpage. Slide 16 Thank you for viewing this tutorial. We hope you found the information helpful and informative. If you still have questions regarding the budget tool, you may contact your CSP Grant Team for more information. Slide 17 www.fldoe.org