4Miami-Dade County Public Schools

 

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Some of these documents are available in portable document format (PDF). In order to read PDF documents, you will need to have an Acrobat Reader installed on your computer. For information about how to download the Acrobat Reader free of charge, please visit the Adobe web site.
 

Grant Application Reviewers Checklist - In an effort to ensure adherence to District goals and priorities, Intergovernmental Affairs and Grants Administration is requesting that each grant application be reviewed by appropriate school, Regional Center or District administrators prior to submission to the funding agency.  It is the responsibility of the grant contact person or originator to secure the signatures of the reviewers that are listed on this form.

Approval Chain for Grants - This memorandum lists the revised approval chain process programs.

Contracts
For contract routing use IAGA Contract Routing Form.
For all contracts use both revised contract forms - FM-2452 and FM-2453. 
For the Return of Contract for Revisions use form FM-6876
Contract Checklist 

REQUIRED FOR ALL CONTRACTS

Jessica Lunsford Act Requirements for doing business with M-DCPS.
These forms may be filled in and printed.

Procurement Credit Card Procedures - This memorandum outlines the required procedures to be followed before using the Procurement Credit Card for grant related purchases.

End of Year Procedures - This memorandum outlines the Accounts Payable DO'S & DON'TS to adhere to in order to ensure that your expenditures are properly recorded and paid on time for the close of the fiscal year.
 

Budget Related Forms

These forms will assist in preparing a grant application, predicting and tracking grant expenditures, transferring funds within an established budget, and transferring expenditures into or out of a grant. Contact Ms. Concepcion Beltran, Coordinator II, at 305-995-1501 or Dr. Philip Williams, Coordinator II, at 305-995-4240 if you need assistance. To use Excel spreadsheets, you must SAVE to your computer.


Budget Assistance  - This sheet provides salary, fringe benefits, functions, object codes and other budget information to assist the grant writer in preparing a grant budget.

Fringe Calculator - 2007-2008 - The Excel spreadsheet is used to calculate fringe benefits for full-time and hourly employees, temporary instructors, and indirect cost. To use Excel spreadsheet, you must SAVE to your computer. This document is to be used to make changes in existing programs or to create a budget for applications or new programs.

Budget Transfer  - This Excel form is used to transfer funds within an existing grant program. It is an Excel Spreadsheet and needs to be addressed to your IAGA contact. To use Excel spreadsheet, you must SAVE to your computer.

Budget Create  - This Excel form is used to establish budget lines in a newly funded grant program. It is an Excel Spreadsheet and needs to be addressed to your IAGA contact. To use Excel spreadsheet, you must SAVE to your computer.

Transfer of Expenditures  - This form is used to transfer grant related expenditures into your grant. It is an Excel Spreadsheet and needs to be addressed to your IAGA contact. To use Excel spreadsheet, you must SAVE to your computer.

Payroll Processing Schedule is used to determine the number of Pay Periods.

Project Amendments
The DOE 150, completed for M-DCPS is used when requesting a change from the Florida Department of Education in some aspect of a grant which has already been awarded.  Changes can include:  grant goals and objectives and/or creating a new or changing a budget line item. The Budget form that should be used for a budget amendment, DOE 151, completed for M-DCPS, is based on the original budget presented on the Project Budget Form (DOE 101) used when the application was submitted.   Contact with IAGA is required before initiating this process.

Extension Letter - These are examples of a no-cost extension letter that is used when requesting only the extension of the program ending date.   The DOE 150 is required for all other changes to the program, including extensions with program and/or budget changes.
Example 1 - Editable Word Document
Example 2 - PDF Document

Over-Allocated Personnel - This form is used to transfer grant-funded personnel from a grant program that is ending to another grant or local program.

Florida Department of Education Green Book 
This link is to the Florida Department of Education's Green Book which contains FDOE regulations pertaining to grants.

If further assistance is needed please contact Ms. Concepcion Beltran at 305 995-1501, or Dr. Philip Williams at 305-995-4240.