Grants and Other Financial Assistance Programs: FY2008

New Grant Payment Process for FY2008

MEMORANDUM

In February 2007, the Department posted on its Grants Information web page a notice concerning changes to the required procedures for requesting payments on all Department of Education grants beginning in FY2008.

The changes are necessary to comply with Federal and State cash management rules, which require that both the Department and its grant recipients have procedures in place that minimize the time that elapses between the drawdown of grant funds and the disbursement of those funds.

The Department notified the Massachusetts Association of School Business Officials and met with groups of school business managers about the proposed changes during FY2007. With input from those groups, a new web based RF-1 (Request for Funds) process has been developed for implementation with all FY2008 grants.

The current practice of paying the full amount at initial approval for grant awards of $5,000 or less will continue. All grants over $5,000 will be paid on a pro-rated basis depending on the grant total divided by the number of months of the grant duration. This will require more frequent requests for funds in smaller allotments.

REQUEST FOR CONTROL USERS

Starting in June 2007, a series of informational workshops demonstrating the new system were held at several sites around the Commonwealth. To date, more than 300 school districts/agencies have sent representatives to these trainings. At these workshops attendees were asked to provide the names and e-mail addresses of at least two (2) staff who would be identified as "Control Users," and would be individuals with authority to submit the new on-line, RF-1 form. The Control Users will be given specific instructions and a password to allow them to access the new grants payment center website.

At this time, a number of grantee agencies have yet to respond to this request for Control User information. The new payment process is about to become operational, and it is essential that we have Control Users identified for every agency.

If your agency has not yet done so, please identify two staff members as your Control Users, and forward their names and e-mail addresses to Susan O'Brien at sobrien@doe.mass.edu, as soon as possible.

Thank you in advance for your assistance.