Spreadsheet: 08c04032-0b6c-47b3-b038-6fa840d65f8a
Sheet: FACILITY INSTRUCTIONS

COMPUTERIZED/ELECTRONIC  BUDGET
All applicants are required to use the electronic version of the budget forms.   There are no blank "hard copies" of the budget forms included as part of the application packet.
This document contains all four budgets and AFRS for this grant.  It is critical that the most current approved document is updated and submitted to CDE.
INSTRUCTIONS/FEATURES OF THE ELECTRONIC BUDGET
The following instructions will allow you to complete the computerized/electronic budget section of the Expelled at Risk Student Services (EARSS) Grant Program Application.
The computerized application allows interaction among worksheets, calculates subtotals and totals automatically, links data from detail sheets, and calculates indirect costs automatically.
The computerized electronic EARSS grant application budget contains the following  worksheets (notice the tabs near the bottom of the screen):
●Instructions-current page
●1-Cover Page   -   Requires Data Entry
●2-Non-Grant Budget Detail   -   Requires data entry
●2a-Non-Grant Budget Summary   -   DOES NOT require data entry
●3-Budget Detail   -   Requires Data Entry
●3a-Budget Summary   -   Requires Student Count!
●4-Annual Financial Report   -   Requires Data Entry
●4a-AFR  -  Final-Does not require data entry
●5-Notes
General Budget Comments:
Enter dollar amounts as whole dollars.  Do not enter cents.
White cells can be typed in; gray cells cannot or should not be typed in.
If a cell background turns red, it means something is wrong or incomplete - either the cell itself or some associated cell.  Do not submit this file if it contains any cells with a red background, call CDE, Grants Fiscal Management Services Unit, Marti Rodriguez (303) 866-6769 for assistance.
General Spreadsheet Comments:
Do not cut and paste cells.  If you need to move cell contents, (1) copy and paste, then (2) delete the original content.  If you cut and paste you will invalidate the program, and you will have to re-enter all your data on a new file.
Do not erase a cell entry in any worksheet with the space bar, instead use the delete key on the keyboard.
When working on the detail sheet, be aware of the Excel row numbers on the left.  Because the title rows at the top are frozen, sometimes users are working in rows much farther down in the spreadsheet than they realize.
Terminology:
"Object" or "Budget Object" refers to:
Salaries (0100)
Employee Benefits (0200)
Purchased Professional & Technical Services (0300)
Other Purchased Services (0500)
Supplies (0600)
Non Capitalized Equipment (0735)
"Year" refers to:
Year 1 - July 1, 2014 - June 30, 2015
Year 2 - July 1, 2015 - June 30, 2016
Year 3 - July 1, 2016 - June 30, 2017
Year 4 - July 1, 2017 - June 30, 2018
1-Cover Page - Requires data entry
Four-digit codes are now available for Facilities.  Find the facility code on Sheet 6.
Identify whether this is the Original or Revised budget
All revisions must be numbers
Enter the date of completed
Enter the Fiscal Contact for the Facility.  This person will work with the Grants Fiscal Unit at CDE.  Include name, phone number and e-mail address.
Enter the Program Contact for the LEA/BOCES.  This person will work with the Program Officer at CDE.  Include name, phone number and e-mail address.
2-Non-Grant Budget Detail   -   Requires data entry
This sheet will capture the expenditures for the District and Non-District support of this grant.  Data entered on this sheet will  populate "2aNon-Grant Budget Summary."
Column 1 - Program - Select Instructions, Support Services or Administration.
Column 2 - Budget Object - Select from Salaries (0100), Employee Benefits (0200), Purchased Professional and Technical Services (0300), Other Purchased Services (0500), Supplies (0600) and Non-Capital Equipment (0735)
Column 3 - Select from District and Non-District Funding.
Column 4 - Enter the year of funding - Year 1, 2, 3 or 4.
Column 5 - Enter the amount.
Column 6 - When providing a description, it is important to supply sufficient detail to support the amount being budget.
ALL THE DATA ENTERED ON 2- NON GRANT BUDGET DETAIL WILL BE POPULATED ON TO 2A NON-GRANT BUDGET SUMMARY
2a Non-Grant Budget Summary  - NO DATA ENTRY REQUIRED
3- [NAME]
This sheet will capture the requested budget for the EARSS grant.  Data entered on this sheet will  populate "3a-Budget Summary."
Column 1 - Program - Select Instructions, Support Services or Administration.  (ADMIN IS LIMITED TO 15%)
Column 2 - Budget Object - Select from Salaries (0100), Employee Benefits (0200), Purchased Professional and Technical Services (0300), Other Purchased Services (0500), Supplies (0600) and Non-Capital Equipment (0735)
Column 3 - Enter the year of funding - Year 1, 2, 3 or 4.
Column 4 - Enter the amount.
Column 5 - When providing a description, it is important to supply sufficient detail to support the amount being budgeted.  Example  - $5,000 is budgeted under Instructional Services for Purchased Services in Year 1.  [NAME] should not just have Professional Development, it should identify the type of services, the number of individual receiving the benefit and the frequency of these services.
ALL THE DATA ENTERED ON 2- NON GRANT BUDGET DETAIL WILL BE POPULATED ON TO 3A BUDGET SUMMARY
3a Grant Budget Summary  - DATA ENTRY REQUIRED-# OF STUDENTS TO BE SERVED
4-Annual Financial Report
At the end of each of the four years, the final expenditures are to be entered on this sheet.  Data should be entered on the most recent approved budget document.  Except for Year One, reports completed for only one period will not be approved.
Enter the total amount awarded for the year.
After the final expenditures are entered, the amount of unobligated funds will be calculated.  This is the amount that must be returned to CDE.
Update the Pupils Served by Program.
4a-AFR Final-NO DATA ENTRY REQUIRED--THIS IS A SUMMARY PAGE
5-Notes
Include any notes that would assist CDE in approving your budget and/or AFR.  The name of the person submitting comments along with the date should also be provided.
6-Code Table
This is the list that provides the facility's numeric identification code.  Facility codes begin on Row 186 of the Excel spreadsheet.
RETURNING UNOBLIGATED FUNDS TO CDE
Once the Annual Financial Report is completed and it is determined there are unobligated funds as of June 30, 20xx, a check must be issued within 30 days for the full amount of unobligated to:
Colorado Department of Education
Grants Fiscal Management Unit
201 East Colfax Avenue, Room 208
Denver, CO  80203
ATTN:  Marti Rodriguez