richard(woods,(georgia’s(school(superintendent(...

Richard Woods, Georgia’s School Superintendent “Educa'ng Georgia’s Future”

gadoe.org

Reimbursements Georgia Department of Educa3on

Facili3es Services CEFPI June 2016

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Richard Woods, Georgia’s School Superintendent

“Educa'ng Georgia’s Future” gadoe.org



From Facilities to Finance Approved 5-‐Yr

Local Facility Plan (April)

En3tlement Sheets Created (May – June)

Make Applica3on (July – August 15)

Governor’s Office Approval (Sep – Jan)

General Assembly (Jan – Apr)

Governor Signs Appropria3on Bill

(May)

Bonds Are Sold (Mid to late June)

Return Signed Contract

(Jul – August)

Checklist Items SubmiSed

Enter the World of

Reimbursement

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Reimbursement Checklist

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Common Issues: Mandatory Addendum •  Stated Cost Limita3on: This is the amount that

the System and Architect agree not to exceed

•  State Capital Outlay Funds: This is pulled from the State applica3on

•  Required Local Funds: This is pulled from the State applica3on

•  Addi3onal Required Local Funds: Stated Cost Limita3on – State Capital Outlay Funds –Required Local Funds

•  When looking at the Mandatory Addendum, we check to make sure that the construc3on contract amount has not gone over the Stated Cost Limita3on. If we see that it has gone over, we then ask for an amendment to the Mandatory Addendum

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Common Issues: Mul<ple Projects –One Contract

•  GaDOE considers every project listed in the State applica3on as separate and on its own. Because of this, there are a few things we will need when submi`ng paperwork for mul3ple projects under one contract:

o  Separate all things financial by project: o  Contract Total o  Architect and Construc3on Invoices (we

need to be able to see all expenses for each project individually)

o  Change Orders o  Architectural Cer3fica3on Form

o  Make sure everything is clearly labeled by project

o  The best approach to avoid confusion and reimbursement delays is to just separate everything by project

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Examples: -‐kitchen work for 3 schools in one contract -‐FY13 and FY15 capital outlay project work for the same school in the same contract





Common Issues: Phasing Projects

•  Any project that will be done in Phases will need to submit a Phase Plan to GaDOE

•  This Phase Plan needs to be submiSed to our Architects when they are reviewing the plans and specifica3ons for a project AND to Reimbursements before any documents are submiSed so that GaDOE knows how to divide the State funding between the phases

•  It is very important to clearly label your documents as to what Phase they belong to when they are submiSed, especially if mul3ple Phases are involved, to avoid any reimbursement or site review delays

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Common Issues:

The Use of Subcontractors •  For many projects, the General Contractor may

u3lize Subcontractors for all or a por3on of the Capital Outlay Project work.

•  Some3mes the General Contractor will submit a schedule of values in an invoice that lists only the Subcontractors costs without the line item details.

•  Because there are items that are not reimbursable by GaDOE, we must be able to see the breakout details for each Subcontractor’s work.

•  If using a Subcontractor, remember to submit individual schedule of values for each Subcontractor, detailing line item by line item the expenses of their work.

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Keeping GaDOE in the Loop •  Ways to keep GaDOE in the loop:

o  Start Date Form revisions –your Facili3es Consultant can help with this o  Board Resolu3ons –whenever you remove or change any por3on of a project, you will need to submit this to GaDOE. We will then officially amend your applica3on and contract as requested. Submit this as soon as you know of any changes to avoid reimbursement delays. Make sure the informa0on in the Board Resolu0on is very detailed as to what is being changed.

o  Phasing Plans –according to our Guideline for Receiving State Capital Outlay funds, whenever a project is completed in phases, a phasing plan needs to be submiSed

•  Bond Funding: Bonds are only sold 1 3me a year and only a por3on of the full amount is sold at a 3me. The amount sold during a bond sale is an es3mate based on project informa3on submiSed to GaDOE. Due to this, it is very important to keep GaDOE in the loop on the status of your Capital Outlay Projects.

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Helpful Tips •  Document Organiza3on:

o  When submi`ng documents to GaDOE, especially if they are complicated or confusing, make sure that everything is clearly labeled (different phases, projects, buildings…) and easy to find. Unorganized, complicated paperwork submissions can lead to reimbursement delays.

•  18 Month Policy •  According to GaDOE guidelines and IRS

Regula3ons: Any invoices received by the GaDOE Facili0es Services Sec0on that are more than 18 months old when the bonds were sold are not eligible for reimbursement.

•  As long as a system is sending invoices in as they occur in a 3mely manner, they should not have any problems with this policy.

•  Please send GaDOE the ORIGINAL copy of the closeout documents.

•  Make sure document copies are legible and if there is an embossed notary seal involved, make sure to pencil over it so that we can see it in the copy.

•  Send in documents as soon as you receive them, this helps us know that a project is moving forward and in managing the bond funding. If you don’t have the project number, just call us and ask

•  If you are unsure about anything, just ask us; we are more than happy to help and it will save you 3me in the future and help ensure your documents do not get moved to the side while awai3ng clarifica3on.

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Questions?? Sarah Morris Grants Administrator

Facili3es Services Division

Georgia Department of Educa3on

1670 Twin Towers East

205 Jesse Hill Jr. Drive, SE

Atlanta, GA 30334-‐5050

Office: 404-‐656-‐4517

[email protected] hSp://www.gadoe.org/Finance-‐and-‐Business-‐Opera3ons/Facili3es-‐Services/Pages/Facili3es-‐Services-‐Resources.aspx

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