Download - 2013 GMS Basic Navigation
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2013 GMS Basic Navigation
Lori AdamsShane RhianKiley Taylor
Cathy Von Kaenel
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NDE Portal
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Outside circle is the Portal Inside Circle is the Collection
District Administrator
District Administrator
Reviewer
NDE Staff
LC Reviewer
Portal User
Bookkeeper
Data Entry
View Only
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Financial Reviewer
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Portal Activation Codes
DA Activation
Portal Type Activation
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Collection Activation Codes
Collections
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Receiving Activation Codes
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Activation Codes
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Activation Codes
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Entering the Application
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Types of Applications
• Formula• Competitive• Plans • Payments Only
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Create a New Year
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Application Select Page
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Application Select Page
Action Buttons
Application Year
Radio Button
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Review Checklist
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Do not use drop down list to navigate on Review Checklist.
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Review Checklist
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Umbrella GrantSPED IDEA Consolidated -4400
IDEA Part B
(611) Base –
4404IDEA Part B
(619)
Preschool – 4406
IDEA CEIS –
4411 IDEA
NonPublic-
4412IDEA Part B
(611)E-P – 4410
SPED IDEA Consolidated - 4400
Overview Allocations
Goals and
NeedsAmendment Description
Contact Information Assurances Submit
Application History
Page Lock Control
Application Print
•Overview – Describes the application•Program Information – Specific questions for the Program including
budget pages•Staff – District Specific Staff•Equipment/Capital Outlay – Operational Equipment / Capital Outlay•Budget – Budget Detail and Budget Summary•Page Lock Control – Lock and Unlock Pages
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Umbrella GrantNCLB Consolidated -4201
Title I -
4200
Title II-
D - 4985
Title III
–
Limite
d English
Proficient -
4925
Title ID
– N or
D - 4230
Title IIA
- 4310
NCLB Consolidated - 4201
Overview Allocations
Goals and
NeedsAmendment Description
Contact Information Assurances Submit
Application History
Page Lock Control
Application Print
•Titles IID, IV, and V are not funded.•REAP eligible schools are allowed to transfer 100% of their allocations from one program to another •Schools that are not REAP eligible are allowed to transfer 50% of their funds
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Title IV
- 4960
Title V - 4
320
Title III
–
Immigrant
Education - 4926
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Suggested Navigation• Move Left to Right through the tabs• Umbrella – SPED IDEA Consolidated – 4400
– Overview– Allocations– Contact Information– Goals and Needs
• IDEA Part B Base– Program Pages
• IDEA Part B E/P– Program Pages
• IDEA Part B Preschool– Program Pages
• IDEA CEIS– Program Pages
• IDEA NonPublic– Program Pages
• Umbrella – Assurances– Amendment Description (Only on Amendments)– Submit– Application History– Page Lock Control– Application Print
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Navigation of Applications
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Allocations Tab
Releases entire amount to NDE if checked
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Allocations Tab
Releases entire amount to NDE if checked4/29/2013
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Allocations Tab
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Contact Information
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• If DUNS is incorrect on display, contact Ron Mowrey - [email protected]
• Must be registered in SAM – System for Award Management – SAM.gov
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Contact Information
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Goals and Needs
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Goals and Needs
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Some Goals, like NCLB are narrative.
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Program Pages• Program Information
– Lists Specific Questions for the chosen application• Staff
– Instructional Staff• District Employee• Must Be Endorsed
– Non-Instructional Staff• District Employee
• Equipment / Capital Outlay• Operational Equipment• Capital Outlay
• Budget– Budget Detail– Budget Summary
• Page Lock Control
SPED E/P is slightly
Different
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Program Information
• If you plan to use funds from a specific program, you must answer the Program Information Questions
• Prior Year Response– may not have a prior year response (for example,
the question is new this year)– 2500 Character Limitation
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Character Counter
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Instructional Staff
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Non-Instructional Staff
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Equipment/Capital Outlay• Equipment / Capital Outlay
– Operational Equipment• Includes supplies & materials• Budgeted in Object Code 400• Cost at least $1500 per unit • Cost less than $5000 per unit
– Capital Outlay• Used to be Computer Hardware/Equipment• Budgeted in Object Code 500• Cost more than $5000 per unit
• Both Pages– Describe Item– Location– Unit Cost– Quantity
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Budget
Base
E-P
Preschool
CEIS
NonPublic
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Budget Detail Example
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Budget Summary
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Assurances
• Can only be signed by the District Administrator
• Binding electronic signature• Assures that the DUNS number on the Contact
Information page is accurate
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Amendment Description
• Only needed on Amendments• Communication between the District and NDE
on what is different than the prior application.
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Submit
• Consistency Check– Once run – locks the application– Only the user that ran the CC can unlock the application
• Comments – Comments to NDE– Comments from NDE to the District
• Submit – Data Entry submits to District Administrator– District Administrator is the only one that can submit to
NDE
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Consistency Check
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Consistency Check
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Application History
• Shows the user ids and dates of the application– When it was submitted to NDE– When (if) it was returned by NDE– When (if) it was submitted back to NDE– When it was approved by the reviewer– When it was approved by the Leader
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Page Lock Control
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Application Print
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Application Print
All pages will be checked - Uncheck the pages you do not want to
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Application Print
Unchecked pages will not
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Application Print
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Application Print
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Application Print
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Application PrintThis process runs hourly between 7:00 a.m. and 8:00 p.m.
A pdf document will be available by hyperlink.
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PAYM
ENTS
FinancialRequests and
Final Closeouts
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Switching sides
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Payment SummaryThe Payment Summary is a snapshot of the current status of
payments and allocations.
Select “View Reimbursement Requests/Financial Reports” to create, view, and submit requests to Financial Services.
Easy Access Links
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Reimbursement Request/Final Select
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Available on “not submitted” or “returned
for changes“ RR
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Reimbursement Requests and Finals
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The contact information is pre-populated from the NDE portal information. That means, that the person logged into the system will receive all system generated emails (such as approvals or disapprovals). It does not matter if you overwrite this information and save it, the person logged into the portal will still be the person receiving the emails.
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Reimbursement Request – by Object Code
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Service ProvidersIDEA Consolidated
http://www.education.ne.gov/FOS/GrantsManagementSystem/SPED_IDEA_SESP_instructions_reimbursement_request.pdf
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Must save page, to save data.
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Consolidated Requests
You can submit consolidated requests for more than one program. However, NDE encourages reporting by program.
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Consolidated Requests
• When submitting a consolidated request, any program that is on hold for any reason, will automatically hold all other programs in the request.
• That means, that if you have combined all programs
in one request, if there is a question on Title IID, you will not be paid for any of the other programs until the issue is resolved.
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No excess CASH ON HAND!!!
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Final CloseoutsYou can create a Final at ANY time!
You are encouraged to create and submit a final closeout once the district has fully expended funds. This will speed up end of the year processing for Financial Services and will ensure quicker reimbursement of funds.
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Notes• System Time out is 20 minutes– Save Often!!!!– New Timeout Warning Message
• If you receive an error on the page THE PAGE WILL NOT SAVE– An error is in RED at the top of the page.
– A Warning message also displays in RED, but will save your data• You cannot claim Reimbursements until you have an
approved application.
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Required Documentation
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• Documentation must agree by object code with the approved budget
• Must include detailed transaction level information (i.e., Expenditure Audit Report, Account Inquiry...) may include account, object code, vendor name, date paid, check number, amount and description of purchase
• Journal Entries, Petty Cash Accounts and Bank Card/Credit Card – need original transaction information with description of purchase
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Required Documentation
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SAMPLE
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Deadlines are Deadlines
• Deadlines are Deadlines are applicable to submission of application.
• If the school district does not create and submit an application by the deadline they will have to request an exception through the Consolidated Data Collection (CDC ).
• Once an original application is submitted before the deadline; changes can be handled through the amendment process in the GMS.
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Reso
urce
s -
Cont
acts
Help Desk: email:[email protected]: (402) 471-3151 Toll Free: (888) 285-0556
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Reso
urce
s - L
inks NDE Website:
http://www.education.ne.gov
GMS Website: http://www.education.ne.gov/gms2/index.html
GMS User Guide: http://www.education.ne.gov/GMS/GMS%20User%20Guide.pdf
NDE Portal:https://portal.education.ne.gov
GMS Payment Information:http://www.education.ne.gov/FOS/PaymentInformation/index.html
GMS Payment Instructions:http://www.education.ne.gov/FOS/GrantsManagementSystem/Payment_Instructions_Outline_05.28.10.pdf