Grant Personnel:
Grant Writing Department:
Susan Bauer
Executive Director (713) 740-0038
Greg Jones
Director (713) 740-0865
Accounting Department:
Bethany J. Larned
Chief Accountant (713) 740-0004
Marianne Junco
Staff Accountant (713) 740-0018
Grants are also called
Special Revenue Funds. These funds are used to account for specific revenue
sources, which are legally restricted to expenditures for specific purposes.
Below is a list of Grants that have been applied for and the district has been
awarded. These funds must be renewed each year and since the grant year does
not match the Fiscal year, the grant year must be indicated in the account
code. If the grant year is 2008-2009, then there must be a 09 in the activity
code. The year in the activity code changes with each grant year.
Example: 263.09.001.LEP.
It is very important to have the correct grant year in the activity code.
 | The activity codes
MUST be used on RQ10, PO20, PS33 and journal entry requests.
|
| All grants are
required to follow district purchasing guidelines, which include state and
federal regulations
|
| The grant application
is a binding legal contract. Therefore all budget expenditures must follow
district procedures, must be for activities defined in your proposal and
follow TEA guidelines. It is your responsibility to understand what your
grant proposal requires you to do and what TEA guidelines you must follow.
|
| Grants with TEA must
follow the budget summary page of the grant application. If there are any
changes from the TEA budget, a budget amendment must be done with TEA and
with the district
|
| Please use the budget
form that is for the activity codes.
|
| When doing budget
amendments run an AC295 or Crystal report. You can only move the variance
amount (AC295) or the total column (Crystal report). But you cannot
move more than the budget amount.
|
| You must keep a copy
of all budget related expenditures such as POs, timecards and invoices. It
is best to keep them in a notebook or in one place. If you are audited it
will assure the audit occurs as smoothly as possible.
|
| Regular tracking of
your grant expenses is critical, to assist you in deciding if you need to do
a budget amendment with TEA. TEA has to receive budget amendments 90 days
before the grant expires.
|
| Please contact Susan
Bauer if you have any questions concerning budget amendments with TEA.
|
| For funds 211, 224,
263, 255 and 404 ALL encumbrances must be cleaned up on or before the
deadline set by Gloria Gallegos (211, 263 & 255), Deena Hill (224) and Joyce
Eversole (404). When you return in August the money is gone for 211, 224, 263,
255 and
404. Any outstanding PO’s will be your campus'
responsibility for what is owed.
|
| When you have a grant
at your campus ALL encumbrances must be received and paid on or before the
ending date of the grant. Any outstanding PO’s will be closed and your
campus will be responsible for what is owed. |
