NEW MEXICO HIGHER EDUCATION DEPARTMENT

GEAR UP NEW MEXICONON-FEDERAL MATCHING

REQUIREMENTSAUGUST 6, 2014

PRESENTED BY ELIZABETH ARCHULETA

GEAR UP NMHED MATCH WEBINAR MARCH 20, 2014

• Each school district is required to match their expenditures of federal dollars each fiscal year, dollar for dollar.

• GU NMHED must match all expenditures over the 7 year period of the grant. We cannot fall behind, and the US DOE requires us to meet match every year.

• Potential consequences of not meeting match:• Reduction of the federal award amount.• A refund of funds to US DOE.• Possible termination of the award.

Federal Matching Requirements

GEAR UP NMHED MATCH WEBINAR MARCH 20, 2014

“Extra” Match

School district matching funds will roll over annually:

• More than 100% match in FY14: balance counts toward FY15.

• No district’s “extra” match is applied to another district.

• Each district is responsible for matching its own funds.

• NMHED will not waive matching requirements.

• When districts applied for this grant, they did so with the understanding that dollar for dollar match was required.

GEAR UP NMHED MATCH WEBINAR MARCH 20, 2014

Partner Identification Form and Cost Share Worksheet

• Each month, district shall submit the Partner Identification Form and Cost Share Worksheets.

• The form is to be filled out completely with running totals in Monthly Match, Match to Date, Expenditures this month, and Expenditures to date.

• Once a dollar amount is determined in each category, back up documentation will be housed in a Match binder, and submitted to GU NMHED.

GEAR UP NMHED MATCH WEBINAR MARCH 20, 2014

Match Categories

The are 6 categories to divide your match (including 6A-D):1. Salary and Wages2. Employee Benefits3. Travel4. Materials and Supplies5. Consultants and Contracts6. Other

A. IndirectB. Total IndirectC. EquipmentD. Scholarships/Tuition Assistance• Only if offered to GEAR UP students only.

Salaries and Benefits

A reasonable percentage (1 -5%) of salaries and benefits of school employees not paid by GEAR UP can be used as match:• Superintendent, Principal, Counselor• Fiscal, Office Staff, Other School Personnel

Time above 5% must be documented:• Hourly rate found in school information system

(Power School or Skyward) in Staff /Salary/Misc. info section• Number of hours can be documented by printouts

of Outlook calendar

• Travel

• Materials and Supplies

• Consultants and Contracts

Other Categories

GEAR UP NMHED MATCH WEBINAR MARCH 20, 2014

Indirect Cost

• Published by PED Annually

• GEAR UP allows for maximum of 8% of total award• Can only be 8% of what was actually spent

• Reported monthly based on actual expenditures

Match Allowable

• When capturing 100% of in-kind match for any allowable good or service, please ensure GEAR UP students were the only recipients.

• Scholarships can only be counted as match if they are open to GEAR UP students only.

District Facility Usage Agreement

• Each district needs an outline of rental fees associated with facilities.

• Agreement must be School Board approved (Need minutes of Board meeting granting approval)

• Includes • Classroom Space• Other Facility Space• Equipment

Back Up Documentation

Back up documentation is required for all match, and consists of: • GEAR UP NM Non-Federal Matching Funds Contributor

Certification, accompanied, if necessary, by one of more of the following:• Cash register receipts/invoices• Outlook calendar with notations (meetings, etc.) • Agendas• Sign-in sheets• Any other detailed supporting document(s) you can provide

Does your back up documentation answer who, what, when, where, and why? What is your evidence?

GEAR UP NMHED UPDATE MARCH 11, 2014

Questions?

Please do not hesitate to call or email GEAR UP NMHED Fiscal Officer if you need any assistance.

ElizabethA.Archulet@state.nm.us

(505) 476-8438

Thank you!