Office of Commissioner of Higher Education

 

Title II, Part A: Improving Teacher Quality Grant Program

Grant Management Procedures

Please review the following information to learn how the Title II grant is managed for the life of your project.

Consequences of Non-compliance

If a subrecipient/grantee fails to comply with the terms and conditions of an award, OCHE may take one or more of the following actions:

  • Temporarily withhold cash payouts pending correction of the deficiency by the subrecipient/grantee;
  • Disallow all or part of the cost of the activity or action not in compliance;
  • Wholly or partly suspend or terminate the current award, or
  • Take other remedies that may be legally available.

Reports

OCHE requires the following reporting for all Title II grant recipients.

Interim Quarterly Reports
OCHE requires two types of interim reports to be submitted on a quarterly basis: project performance reports and expenditure reports. Reports should be completed by the Principal Investigator and fiscal agent. Reports should be submitted together to the Grant Manager (TitleIIGrantManager@montana.edu).

Interim report deadlines: April 30, July 30, and October 30

Project Performance Reports
The purpose of the performance reports is to provide sufficient evidence that indicates the project is moving along in a timely manner. The performance reports should evaluate project progress, account for funds, and show cash needs. This information certifies expenditure of funds.

Quarterly Expenditure Reports
Expenditure reports are reviewed by the Grants Manager and the Federal Accountant for compliance with the terms and conditions of the award. The review generally consists of ensuring that costs are incurred and reported within the authorized period, costs are in accordance with the authorized items of expenditures, and calculations are accurate.

A subrecipient/grantee is required to submit an expenditure report every quarter, regardless of whether expenses were incurred or not. Even if expenses have not been incurred during the quarter, the subrecipient/grantee must report the cumulative amount of expenses to date. If expenses have not been incurred during the life of the grant, the subrecipient/grantee should report a zero cumulative total.

Final Project Reports
OCHE requires each subrecipient/grantee to submit a final project report and a final expenditure report at the conclusion of the grant period.

Final Project White Paper
The white paper is final project close-out report. Subrecipients/grantees are required to submit a report of project accomplishments at the conclusion of the grant. Final project white papers are a permanent record of project accomplishments. These reports provide information that the grant director uses to evaluate the significance and impact of the grant. OCHE will keep this paper on file as well as post it to this website to highlight the good work being accomplished by our educators.The final white paper is due within 90 days after the end of the grant period.

Final Expenditure Report
Subrecipients/grantees are required to submit a final expenditure report (within 45 days) after grant period end date.

Final Project White Paper
In addition to the final project report, subrecipients/grantees are required to submit a final white paper that OCHE can keep on file as well as post to this website to highlight the good work being accomplished by our educators.

Project and Budget Modifications

The following types of budget revisions must be requested separately and approved by the Grant Manager:

  • Budget revisions of 10% or more for line items over $1000
  • Change in the scope or the objective of the project, even if there is no associated budget revision requiring prior written approval
  • Change in a key person specified in the application or award document
  • The absence for more than three months, or a 25 percent reduction in time devoted to the project, by the approved principal investigator
  • The need for additional funding
  • The transfer of amounts budgeted for indirect costs to absorb increases in direct costs, or vice versa
  • The transfer of funds allotted for training allowances (direct payment to trainees) to other categories of expense
  • Transfer or contracting out of any work under an award
  • Changes to the total amount  and/or changes to the start or end dates of the grant as these constitute a revision to the original grant agreement
  • Problems, delays, or adverse conditions which materially impair the ability to meet the objectives in the award

Recordkeeping

Grantees must keep records that fully show:

  • The amount of funds under the grant or subgrant
  • How the grantee uses the funds
  • The total cost of project activities
  • The share of the cost provided from other sources
  • Other records to facilitate an effective audit

In addition, all grantees are required to keep records to show their compliance with program requirements.  Record keeping should permit an “audit trail” that clearly documents that all funds were used for activities that were reasonable, allowable, and allocable to the program [EDGAR Sections 76.730 and 76.731].

Retention of Records

Financial records, supporting documents, statistical records, and all other records pertinent to an award must be retained by the subrecipient’s grants office for a period of three years.

Site Visits

A minimum of one site visit will be conducted per subrecipient project. The purpose of the site visit is to determine the efficacy of the project. Typical questions are as follows:

  • Does the project have the capability to meet the needs of teacher preparation?
  • Is the project offering innovative solutions, or is it replicating other’s efforts?
  • What significant milestones have occurred in the project?
  • Is there important research or information regarding the field of teacher preparation or a specific area of teacher preparation that is about to be released?
  • Is the principal investigator engaged in strategic planning in order to sustain the project behind the life of the grant?

Project Closeout Procedures

The award closeout is the process by which a determination is made that all applicable administrative actions and all required work have been completed.

Subrecipient/Grantee Responsibilities

  • Submit all financial and performance reports within 45 calendar days after the date of completion

Grants cannot be closed out if

  • Refunds are not submitted
  • Actions are not completed
  • All costs are not paid to subrecipient
  • Excess funds are not deobligated
  • All reports are not submitted

Please contact the Grant Manager if you have any questions about the closeout process.

 

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Montana University System • Office of the Commissioner of Higher Education
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