School Maintenance Project Grant Program (SMPG) Instructions for the Quarterly Expenditure Reports Effective 07/07/2020 Illinois State Board of Education School Business Services Darren Reisberg Chair of the Board Dr. Carmen I. Ayala State Superintendent of Education
Welcome message from author
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
School Maintenance Project Grant Program (SMPG)
Instructions for the Quarterly Expenditure Reports
Effective 07/07/2020
Illinois State Board of Education
School Business Services
Darren Reisberg Chair of the Board
Dr. Carmen I. Ayala State Superintendent of Education
1 | SMPG Quarterly Expenditure Reports – Instructions
Table of Contents
I. Instructions for the Quarterly Expenditure Reports within the School Maintenance Grant System in IWAS Page 2
A. Creating the Quarterly Expenditure Base Report Page 2
B. Completing/Submitting the first Quarterly Expenditure Report Page 5
C. Completing/Submitting subsequent Quarterly Expenditure Reports Page 11
2 | SMPG Quarterly Expenditure Reports – Instructions
I. Completing the Quarterly Expenditure Reports within the School Maintenance Grant System in IWAS
A. Step 1: Create the Quarterly Expenditure Base Report
1. Create a Base Report for each grant. This Base Report will be used every quarter to report the current quarter’s expenditures and obligations for the grant until the grant can be closed out by submitting the final expenditure report in IWAS.
2. To create the Base Report, Login to IWAS and go to System Listing. Click School Maintenance Project Grants located under Surveys.
3. Click on Quarterly Expenditure Reports from the screen below.
Click here
Click here
3 | SMPG Quarterly Expenditure Reports – Instructions
4. To create the Base Report for an awarded Maintenance Grant, click Quarterly Expenditure Report under Create Documents in the upper left hand corner of the screen.
5. Find and select the Grant Application for which you are creating a Base Report to report your quarterly expenditures and obligations.
6. Input the Current Fiscal Year and click Save. This indicates the fiscal year the Base
Report was created.
Click here
Click here
Enter current Fiscal Year
Click Save
4 | SMPG Quarterly Expenditure Reports – Instructions
7. Your base report has now been created. You should see the Quarterly Expenditure Report Header Information page as shown below. To complete your first quarterly report, proceed to the following section (Section B). If you are already at the screen below, skip to #2 in Section B.
5 | SMPG Quarterly Expenditure Reports – Instructions
B. Step 2: Completing/Submitting your first Quarterly Expenditure Report
1. Login to IWAS and go to School Maintenance Project Grants located under Surveys. Click Quarterly Expenditure Reports from the options presented and click Next.
2. Your base report will be located under In-Progress Quarterly Expenditure Reports. Click Edit/View Details to access the base report. Note: If the base report is not shown, go back and complete Section A - Step 1: Create the Quarterly Expenditure Base Report.
3. You should now see the Quarterly Expenditure Report Header Information page as shown below. Under Quarterly Expenditure Report Data click Quarterly Work Items.
Click here
Click here
6 | SMPG Quarterly Expenditure Reports – Instructions
4. Click Add/View quarterly expenditures to input expenditures and obligations for the current quarter. Please note: This must be done for all work items. Each work item is inputted separately.
5. Enter the expenditures and obligations for each work item in the current quarter (round to the nearest whole dollar) and click Save Item when done. If a work item is 100% complete, please place a check mark in the column on the furthest right hand side. Please note: Only report expenditures and obligations for the current quarter, not cumulative expenses.
Click here to input expenditures and obligations for the 1st work item
Enter expenditures and obligations for the current quarter. Amounts must be rounded to the nearest whole dollar. Repeat for all work items on the grant.
Check here when this work item is 100% completed.
Click Save Item when completed with this work item
7 | SMPG Quarterly Expenditure Reports – Instructions
6. Once you click Save Item, the system will take you back to the Quarterly Work Item Listing. You should see the quarterly amounts that were entered for that work item, along with the cumulative costs (the total of all quarterly expenditures and obligations) for that work item.
7. Repeat steps I-K to report the current quarter’s expenditures and obligations for each work item. (Once a work item is shown as 100% complete quarterly expenses no longer need to be reported for that item.)
8. Once all work items have been updated, return to the Quarterly Expenditure Report
Header Information by clicking Quarterly Expenditure Report.
Quarterly expenses reported for each work item will be shown here. This must be done for all work items.
Click here
8 | SMPG Quarterly Expenditure Reports – Instructions
9. Completing “GATA Quarterly Performance Report” i. Under “Application Printable Documents,”
1. Open “Instructions for GATA Quarterly Performance Report” 2. Open and Print “GATA Quarterly Performance Report” 3. Use “GATA Quarterly Performance Instructions” to complete report
Guidance for completing the GATA Performance Report (numbers correlate with report): 6. Project / Grant Period - The “End Date” is two years from the time the State disperses the grant funds 11. Deliverable -Enter each project (work item) 12. Due Date -2 years from the time the State dispersed the grant funds 14. Deliverable explanation -state if it is on schedule to be completed 15. Performance Measure -state “100% of project will be completed during 2 year time frame and when the project started/will start and projected end date” 16. Performance Standard/Frequency -state “project progress will be evaluated quarterly” 17. Results/Accomplishments in Reporting Period -state the “percent” that has been completed during reporting period 18. Required “R” or Inform Only “IO” -state “R”
4. Scan report into computer
ii. Click “Attach Files” under the “Application Required Attachments” 1. In the drop down, choose the quarterly report date that you are
uploading. 2. Click “choose file.” 3. Locate file on computer.
9 | SMPG Quarterly Expenditure Reports – Instructions
4. Click “submit.”
10. Click Submit Quarterly Report to submit the quarterly report to ISBE.
11. Please check the box for the Quarterly report being submitted (it should be Bold and in Green) and click District Submission of Selected Quarter.
12. Before clicking OK, please note the message shown on the screen. Verify that costs have been entered for all work items on the grant, even if work has not begun on a specific work item. Only work items previously reported as 100% completed in a
Click here
Check the box for the quarter that is being submitted
Click here to submit to ISBE
10 | SMPG Quarterly Expenditure Reports – Instructions
previous quarter do not need to have expenses listed for the current quarter. If all work items have been updated, click OK.
13. Once approved, a green box will appear at the top of the screen that states Quarterly
Expenditure Report has been submitted to ISBE. Return to the home screen by clicking Home in the upper left hand corner of the screen.
14. Once the Quarterly Report has been submitted it will be listed under District Submitted Quarterly Expenditure Reports.
Ensure that all work items have been updated before submitting.
Verifies the quarterly was submitted to ISBE.
Click here to return to main page of grant
The submitted report will be shown under District Submitted Quarterly Expenditure Reports.
11 | SMPG Quarterly Expenditure Reports – Instructions
15. After review by ISBE the Quarterly Report will be listed under ISBE Submitted Quarterly Expenditure Reports.
After ISBE review, the report will be found under ISBE Submitted Quarterly Expenditure Reports.
12 | SMPG Quarterly Expenditure Reports – Instructions
C. Step 3: Completing/Submitting subsequent Quarterly Expenditure Reports
1. Login to IWAS and go to School Maintenance Project Grants located under Surveys. Click Quarterly Expenditure Reports from the options presented and click Next.
2. If your previous quarterly has been reviewed by ISBE, your base report will be located under ISBE Submitted Quarterly Expenditure Reports. Click Edit/View Details to access the base report.
Note: Once the district begins work on the subsequent quarter’s report the Base report will move from ISBE Submitted Quarterly Expenditure Reports to In Progress Quarterly Expenditure Reports.
3. You should now see the Quarterly Expenditure Report Header Information page as shown
below. Under Quarterly Expenditure Report Data click Quarterly Work Items.
Click here
Click here
13 | SMPG Quarterly Expenditure Reports – Instructions
4. Click Add/View quarterly expenditures to input expenditures and obligations for the current quarter. Please note: This must be done for all work items. Each work item is inputted separately.
5. Enter the expenditures and obligations for each work item in the current quarter (round to the nearest whole dollar) and click Save Item when done. If the work item is 100% complete, please place a check mark in the column on the furthest right hand side. Please note: Only report expenditures and obligations for the current quarter, not cumulative expenses.
Click here
Enter expenditures and obligations for the current quarter. Amounts must be rounded to the nearest whole dollar. Repeat for all work items on the grant.
Check here when this work item is 100% completed
Click save item when completed with this work item
14 | SMPG Quarterly Expenditure Reports – Instructions
6. Once you click Save Item, the system will take you back to the Quarterly Work Item Listing. You should see the quarterly amounts that were entered for that work item, along with the cumulative costs (the total of all quarterly expenditures and obligations) for that work item.
7. Repeat steps I-K to report the current quarter’s expenditures and obligations for each work item. (Once a work item is shown as 100% complete quarterly expenses no longer need to be reported for that item.)
8. Once all work items have been updated, return to the Quarterly Expenditure Report
Header Information by clicking Quarterly Expenditure Report.
Quarterly expenses reported for each work item will be shown here. This must be done for all work items.
Click here
15 | SMPG Quarterly Expenditure Reports – Instructions
9. Completing “GATA Quarterly Performance Report” i. Under “Application Printable Documents,”
1. Open “Instructions for GATA Quarterly Performance Report” 2. Open and Print “GATA Quarterly Performance Report” 3. Use “GATA Quarterly Performance Instructions” to complete report 4. Scan report into computer
ii. Click “Attach Files” under the “Application Required Attachments” 1. In the drop down, choose the quarterly report date that you are
uploading. 2. Click “choose file.” 3. Locate file on computer. 4. Click “submit.”
16 | SMPG Quarterly Expenditure Reports – Instructions
10. Click Submit Quarterly Report to submit the quarterly report to ISBE.
11. Please check the box for the Quarterly report being submitted (it should be Bold and in Green) and click District Submission of Selected Quarter.
12. Before clicking OK, please note the message shown on the screen. Verify that costs have been entered for all work items on the grant, even if work has not begun on a specific work item. Only work items previously reported as 100% completed in a previous quarter do not need to have expenses listed for the current quarter. If all work items have been updated, click OK.
Click here
Check the box for the quarter that is being submitted
Then click here to submit to ISBE
Ensure that amounts have been inputted on all work items before submitting.
17 | SMPG Quarterly Expenditure Reports – Instructions
13. Once approved, a green box will appear at the top of the screen that states Quarterly Expenditure Report has been submitted to ISBE. Return to the home screen by clicking Home in the upper left hand corner of the screen.
14. Once the quarterly report has been submitted it will be listed under District Submitted Quarterly Expenditure Reports.
15. After review by ISBE the Quarterly Report will be listed under ISBE Submitted Quarterly Expenditure Reports.
Verifies the quarterly was submitted to ISBE.
Click here to return to main page of grant
The submitted report will be shown under District Submitted Quarterly Expenditure Reports.
After ISBE review, the report will be found under ISBE Submitted Quarterly Expenditure Reports.
Related Documents
