Grants Finance works with State Education Department offices to administer State and federal grant programs. Grants Finance is responsible for the financial management of grants awarded to local agencies, and other SED offices are responsible for ensuring that the activities funded by the grants are planned and implemented appropriately. For information regarding grant program requirements, please refer to the grant application and supporting documents or to the program contact listed on the grant award notice.


8/7/18 – 2017-18 Federal/State Grant Payments – End of the Year Report: The 2017-18 year-end fiscal reports for Categorical Grants are now available. To review school specific data, select “Reports” then enter BEDS code or SED code.  If neither of these codes are known, select a county and then select the agency and click on the 2017-18 Federal and State Grant Payments End-of -Year Report.  For Child Nutrition and State Aid payments please see the instructions on the Auditor's Notice for Year End 6/30/18. Auditor's Notice for Year End 6/30/18.
7/27/18 - 2018-2019 Indirect Cost Rates: Chief Administrative Officers will soon receive letters notifying them of their agency's preliminary 2018-2019 maximum indirect cost rates.  The rates for school districts and BOCES are calculated using ST-3 and SA-111 data for the school year ending June 30, 2017.  The rate for all charter schools and not for profit community-based organizations is 2.6%.  The rate for colleges and universities is 8%.  Charter schools and not for profit CBOs may request a higher rate, up to 8%, by completing the FS-87-R form, available by contacting Grants FinanceAll requests must be received by January 25, 2019.  Additional information about indirect costs is available in the Fiscal Guidelines and in Frequently Asked Questions.  Please direct questions to Grants Finance.

07/17/18 – Record Keeping and Retention

In addition to a financial management system to identify and account for Federal and State funded grants/grant-contracts, local agencies must maintain supporting as well as source program and financial documents related to these projects for a period of six years following the last payment unless specified by program requirements or otherwise stated in the grant agreement. Audit or litigation will freeze the clock for records retention purposes until any issues are resolved.  For more information, please refer to the Fiscal Guidelines for Federal and State Funded Grants under Guidance and Information.


3/8/2018 - ATTENTION!  ALLOCATION REPORTS for ESSA, IDEA and State are available to all entities receiving allocational funds from NYSED!!

Via your agency’s 12-digit BEDS (or SED) Code, these reports, which are updated daily, will provide information regarding TOTAL AVAILABLE funds broken down by CARRYOVER FROM 2016-2017 and the new ALLOCATION for 2017-2018, as well as the amount of the current APPROVED BUDGET (including approved/processed amendments/FS-10As).

Entities whose APPROVED BUDGET is less than the TOTAL AVAILABLE may access available funds and/or prevent funds from being lost to ‘EXCESS’ (as excess carryover) by submitting FS-10A Budget Amendment documents for review and approval to the respective program office so that these funds can be added to the current project for obligation and use. Agencies are strongly encouraged to periodically review these reports to ensure that the maximum available funds are being utilized for their specific program.


8/18/17 - 2017-2018 Indirect Cost Rates: Chief Administrative Officers will soon receive letters notifying them of their agency's preliminary 2017-2018 maximum indirect cost rates.  The rates for school districts and BOCES are calculated using ST-3 and SA-111 data for the school year ending June 30, 2016.  The rate for all charter schools and not for profit community-based organizations is 2.6%.  The rate for colleges and universities is 8%.  Charter schools and not for profit CBOs may request a higher rate, up to 8%, by completing the FS-87-R form, available by contacting Grants FinanceAll requests must be received by January 26, 2018.  Additional information about indirect costs is available in the Fiscal Guidelines and in Frequently Asked Questions.  Please direct questions to Grants Finance.


8/11/17 – 2016-17 Federal/State Grant Payments – End of the Year Report: The 2016-17 year-end fiscal reports for Categorical Grants are now available. To review school specific data, select “Reports” then enter BEDS code or SED code.  If neither of these codes are known, select a county and then select the agency and click on the 2016-17 Federal and State Grant Payments End-of -Year Report.  For Child Nutrition and State Aid payments please see the instructions on the Auditor's Notice for Year End 6/30/17. Auditor's Notice for Year End 6/30/17.

3/27/2017 - a new excel version of the FS-25 - 'Request for Funds for a Federal or State Project' is now available under Forms.  The new version corrects a formulaic error that was present in the prior version.


8/30/16 - 2016-2017 Indirect Cost Rates: Chief Administrative Officers will soon receive letters notifying them of their agency's 2016-2017 maximum indirect cost rates.  The rates for school districts and BOCES are calculated using ST-3 and SA-111 data for the school year ending June 30, 2015.  The rate for all charter schools and not for profit community-based organizations is 2.6%.  The rate for colleges and universities is 8%.  Charter schools and not for profit CBOs may request a higher rate, up to 8%, by completing the FS-87-R form, available by contacting Grants FinanceAll requests must be received by January 27, 2017.  Additional information about indirect costs is available in the Fiscal Guidelines and in Frequently Asked Questions.  Please direct questions to Grants Finance.


8/30/16 – 2015-16 Federal/State Grant Payments – End of the Year Report: The 2015-16 year-end fiscal reports for Categorical Grants are now available. To review school specific data, select “Reports” then enter BEDS code or SED code.  If neither of these codes are known, select a county and then select the agency and click on the 2015-16 Federal and State Grant Payments End-of -Year Report.  For Child Nutrition and State Aid payments please see the instructions on the Auditor's Notice for Year End 6/30/16. Auditor's Notice for Year End 6/30/16.

4/19/16 - IMPORTANT REMINDER - All of the forms for Budgets (FS-10), Amendments (FS-10-A), Requests for Payments (FS-25) and Final Expenditure Reports (FS-10-F) were updated last year to reflect the new certification language required under the Federal Uniform Guidance (a.k.a Omni Circular). If your office has either paper or electronic forms from prior to March 2015, please discard them and use the updated forms located at NYSED Grants Finance - Forms.


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Last Updated: August 16, 2018