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Could you post a copy of that Q & A for the list? That would be interesting to see.
From: US Department of
Education Title III List Server [mailto:[log in to unmask]] On Behalf Of
Sent: Monday, October 11, 2004 10:25 PM
To: [log in to unmask]
Subject: Re: unspent funds
Re: your Title III question, you already received some excellent responses from others, but I did want to comment on one aspect of your email below that seems very important. You stated that your college does not draw down the money until it is actually spent. While institutions have different procedures for how they draw down, it is important that you don’t have a large balance. I don’t know the size of your award, so I don’t know if your $150,000 unspent for the year is large or not. You might want to tell your college Business/Fiscal Office that it is allowed to drawn down funds prior to actual invoices being received. If you have a large balance (showing that your college has not drawn down funds), you might get a call from your project officer or from someone from the Dept of Educ. asking you about this. The call is not punitive, but meant to be a heads up and to find out if there’s a problem. They do periodically monitor the gaps system. One of the things they have told us time and again during the project director’s meeting is that you should not draw down more than 50% during the first six months of each year, but you also don’t want to be under drawn. The Admin Payment System will carry over funds from one budget year to the next automatically. The Expanded Authority Part 75 of the General Administrative Regulations (EDGAR) gives you authority to carryover unexpended funds without prior approval for any allowable cost within the approved project scope. This means: To complete/finish uncompleted activities or to conduct new activities within the scope. While ED is more flexible now especially for new awardees, if you haven’t already, you should contact your program officer if your carry over is a result of activities that are not completed--let’s say 7 months behind. Also, if you are not sure if the new activities are within the scope of your grant, you should ask. Finally, ask your program officer if he or she has a Q & A handout. During the first year of our grant, my project officer provided me with a Q & A handout as a handy reference. It’s a valuable resource that I use all the time.
Take care and best wishes,
Victoria A. Hindes, Ed.D.
Director of Research & Grants
Title III Director
From: Shub, Helen [mailto:[log in to unmask]]
Sent: Tuesday, October 05, 2004 9:10 AM
To: [log in to unmask]
Subject: unspent funds
Does anyone have any experience with funds that are left over from a previous year? We have a large sum of money that we did not spend from our first year, mainly because it took us a long time to fill the Title III positions. The College does not “draw down” the money until it actually spends it, so there is about $150,000 that is just sitting out there somewhere. Does anyone know if I have to formally alert the DOE that this money was not used and that we need it be rolled over or can I just assume that will happen and use it this year to purchase things related to the grant objectives? Any help on this is greatly appreciated.
Title III Project Director/
Director, Institute for Student Success