PED Capital Outlay Bureau

Accessing Capital Outlay Funds—The Process

Your Presenters

• Antonio Ortiz—Director• Chris Thweatt—Financial Coordinator• Lisa Romero—Financial Coordinator

Goals• Learn key Grant Agreement components

• Understand the Notice of Obligation form

• Know timelines for submitting RfRs

• Become familiar with monthly reporting

Purpose:Review DFA Grant Agreement

• DFA Initiative

• Implemented by all state agencies

• Easier to track statewide appropriations

• Took effect in the 2010- 2011 school year

Step 1: Certification

A.•Certification form / STB • Questionnaire to PED for • each direct appropriation

B •Shows project’s budget • and timeline

C. •Submit when “ready to • proceed”

Step 2: Grant Agreement• Sent with the Certification form / STB Questionnaire • Issued for the appropriation amount (adjusted for AIPP)

• Executed when Grantee and PED have signed

• Finalized Grant Agreement will be sent to district/charter

Step 3: Notice of Obligation

• Encumber funds only after receiving this notice

• Submit Request to Obligate Funds form (formerly the Request for Project Plan Approval form)

• Include bids or quotes

Step 3: Notice of Obligation

• PED approval or disapproval letter

• Encumber the PED-approved expenditures

• Include a “non-appropriations” clause or termination clause in all contracts funded in whole or part by funds available in Grant Agreement

Provisions to Terminate the Grant Agreement

• Completion of project

• Non-appropriation

• Suspected mishandling of public funds

• Violation of terms of the agreement

Step 4: Requests for Reimbursements and

Reversions• For unreimbursed expenditures or liabilities ≥ $1,500

• At the end of the calendar quarter

• Submitted into OBMS within 20 days

• At the end of the fiscal year— submitted into OBMS within five days

Step 4: Requests for Reimbursements and

Reversions• Paid invoices—include reimbursement request form, proof of payment, invoice, and expenditure report

• Unpaid invoices—include reimbursement request form, invoice, and verification that vendor is in the SHARE system

Step 4: Requests for Reimbursements and

Reversions• Funds must be “expended” prior to the reversion or early termination date

• Expended—when goods and services are received by the grantee and/or services are rendered for the grantee

Purpose:Review DFA Grant Agreement

Direct Appropriations

signed into law by Governor

Districts/State Charters

accept/reject by June 1st

Certification / Questionnaires and Grant Agreement

sent to District/State Charter

District/Charter sends Certification / Questionnaire and

Grant Agreement to PED when the

project is ready to proceed

PED sends finalized Grant Agreement to

District/Charter

PED responds with NOB or disapproval

letter to District/Charter

District/Charter Submits RTOF with bids/quotes to PED

District/Charter uses NOB to make expenditures and

submit RfR

Step 5: Paperless Reporting

• Monthly paperless reporting

• District/charter submits reports into the Capital Projects Monitoring System (CPMS)

• Submit at: http://cpms.dfa.state.nm.us/login.aspx

• One user id and password per district/charter

Step 5: Paperless Reporting

• Report due on the last day of the month

• Final report due 20 days after completion of project

Summary: Where We’ve Been• Certification

• Grant Agreement

• Request to Obligate Funds form

• Notice of Obligation

• RfR

• Monthly Reporting

Revisit and Reflect

• What “a-ha’s” do you want to take with you?• What do you want to stay mindful of?• How did this overview help you?

Questions???