2021 NMHED / NMAEA VIRTUAL SPRING CONFERENCE

Transcript:2021 NMHED / NMAEA VIRTUAL SPRING CONFERENCE:
2021 NMHED / NMAEA VIRTUAL SPRING CONFERENCE Overview of Fiscal Business Processes & Procedures March 11, 2021 11:30-12:40 Cesaria (Cia) J. Padilla Adult Education New Mexico Higher Education Department Introduction & context Sound fiscal / business practices support adult education program success. This document describes the policies and procedures necessary for adult education programs to be and remain in compliance with state and federal regulations and guidelines. GENERAL INFORMATION claims are due to nmhed on or before the 15th day following the close of business each month. Separate accounts must be maintained for State and Federal funding, as well as the integrated English literacy and civics education program (IELCE), and the Literacy grant if you are a part of that initiative. Failure to do so will impact program allocations. Absolutely no co-mingling of funds. Virtual site visits will be conducted at least every other year, or more often if necessary for fiscal review. An e-mail will be sent (2 weeks lead time) announcing the date of the visit. At that time, the state office may ask to see documents pertaining to requests for reimbursement and / or may ask to see instructional materials or equipment purchased with adult education grant monies. GENERAL INFORMATION (CONTINUED) Late submissions will not be declined, however late submissions are a “red” flag for out internal auditors as well as our external auditors. Claims are processed as they are received. Late claims create a backlog, please be conscientious about the timeliness of your claim submittals. There are 24 programs in Adult Education each with 2 grants and 7 programs with 3 grants. Adult Education also handles the Literacy grant with 8 grantees participating in this initiative. There are also additional grants and agreements with individual programs that are handled through adult education. incomplete or incorrect claims are more time consuming and can delay the process. General Information (continued) E-mail is the method of submission. It is not necessary to submit an original copy of the reimbursement request with an original signature. e-mailed copies must contain all supporting documentation, including payroll registers, check copies, receipts, purchase orders, travel authorizations, travel reimbursements etc. scanned e-mail copies must be legible. Please utilize the request for reimbursement forms provided every year and follow the instructions on the form for reporting the month date and PO # sequence. Your balances will be provided to you beginning in December of each fiscal