2022-2023 Grant Deadlines

Please read below carefully regarding important 2022-2023 Grant deadlines

Cash requests are due on the 25^th of each month and paid on the 10^th of the following month. This process changes during the months of June and July.

• Cash requests submitted from April 26th through May 25th, will be processed and paid on June 10th.
• Cash requests submitted from May 26th through June 16th, will be processed and paid on June 23rd.
• There will be no payments processed in the month of July, the next grant payment will be made on August 10th.

Grants Ending June 30^th

• Last day to create amendments: June 1^st
• Last day to obligate funds: June 30^th
• Last Date to liquidate funds: July 31^st
• Final Expenditure Reports Due: August 10^th

Grants Ending September 30^th

• Last day to create amendments: September 1^st
• Last day to obligate funds: September 30^th
• Last Date to liquidate funds: October 31^st
• Final Expenditure Reports Due: November 10^th

Grants Ending June 30^th

• Adult Education - Federal
• Adult Education - IELCE
• Adult Education - State
• Carl Perkins and Technical Education
• Title IV, 21st Century Community Learning Centers
• Indian Education for All
• In-State Facilities: Significant Needs Schools
• Gifted & Talented 
• MILP (MT Indian Language Preservation)
• IDEA-COHORT (MTSS)

Grants Ending September 30^th:

• IDEA, Part B
• Regional CSPD
• IDEA, Preschool
• IDEA, Part D: MTSS
• Title I, Part A, Improving Basic Programs
• Title I, Part A, Schoolwide
• Title I, Part C, Migrant Education
• Title I, Part D, Neglected and Delinquent
• Title I, School Support
• Title I, Targeted Support & Improvement
• Title II, Part A, Improving Teacher Quality
• Title III, Part A, English Language Acquisition
• Title III, Part A, Emergency Immigrant
• Title IV-A, Student Support and Academic Enrichment
• Title VI, Part B, Rural Low Income
• Title X, Part C, McKinney-Vento Homeless Education
• Montana Comprehensive Literacy State Development Project (MCLSDP)
• Project AWARE Mental Health
• School Improvement: Indian Ed
• ESSER II Consolidated

IMPORTANT NOTES: 

After the final expenditure report deadline, new year grant payments will not be processed and paid until all final expenditure reports for the prior year are received. This includes any programs that you may have transferred funds from (Title IA, Title IIA, Title III, Title IVA, and Title VB). Final expenditure reports received by the OPI after the due date must have Centralized Services or the OPI’s approval prior to submittal.

Please remember that payments can be made on final expenditure reports for those who have submitted at least one cash request within the grant period. If you have not submitted a cash request over the duration of the grant period, you must submit a cash request AND a final expenditure report. 

ESEA Consolidated - If the district transferred funds to Schoolwide or Title IA, $0 final expenditure reports are still required to be submitted to OPI for ALL originating programs. The grant will not be considered closed out until all reports have been received. The $0 reports will be created/submitted the same way, the only difference is the accumulated expenditures will be $0. Submitting these reports ensures that any carryover remaining within the grant is transferred into the new year correctly. 

Example - If a district received Title IA, Title IIA, Title IVA, and Title VB funds, but partial or all funds were transferred into Schoolwide, OPI would need a report for Schoolwide, as well as $0 reports for Title IA, Title IIA, Title IVA, and Title VB. The same process would apply if funds were transferred into Title IIA. 

Instructions for completing the final expenditure report:

Final expenditure reports are located within the payments section of E-Grants, below where users create cash requests. Create a final expenditure report and fill out the accumulated expenditures to date column with final totals, listing how funds were expended. If you are requesting a final payment off the Final Expenditure Report, please add the funds already released to the funds being requested in the accumulated expenditures column. On the bottom left of the report, the “Funds on Hand” amount should reflect the amount you are requesting. If your District finds that it over requested funds throughout the year, this can be corrected on the final expenditure report by reducing the amount in the accumulated expenditures column. 

EXAMPLE: If the number is negative- "($458.00)"- this is the payment OPI will be sending. If the amount is a positive number- "$458.00"- this is the refund due to the OPI. 

Once this has been completed, select the End Period Expense Date: 9/30/2022.

Check the Final Expenditure check box on the bottom left of the page.  

Select calculate totals. If no errors appear, save, and submit to OPI

E-Grants Cash Request Detail

OPI has changed the guidelines for what is acceptable when approving cash requests. The increase in detail is needed in response to OPI audit findings related to the cash request process. This change has made it easier for the cash requests to be approved in a timely manner and has resolved any discrepancies in the submission information. It is intended to prevent the need to submit receipts/documentation for every purchase request sent through to OPI. 

If you see cash requests being returned to your district more frequently, please look through your descriptions and make sure it ties to what your original grant application states. If changes are needed to your application, please submit an amendment before creating another cash request.

OPI must strengthen our process of determining that the expenses are allowable under the grants. This change included salaries and benefits. Instead of writing salaries/benefits/supplies, etc., we are requesting that you include more of what was written in the original application. Below are some examples of what we are requesting:

Object code 100 – Salaries for ____ Who? Teachers/Paraprofessionals/Instructional? Please be more specific about who/what the salaries are for and that they tie to the grant. You can include the person’s name, but it is not required.

Object code 200 – Benefits for ____ Districts can indicate that benefits are listed for the above salaries, that will be acceptable.

Object code 300 – Contracted/Professional services for ____ Please be more specific of the contracted services – Who is the contract with? What is the contract for?  

Object code 400 – Be specific on what building services (rent, utilities, repairs, etc.)

Object code 500 – Professional Development for____ Travel for _____ - What training? Who attended the training? Travel costs for whom? Registrations for?

Object code 600 – Instead of writing supplies, please write what the supplies were and what they were used towards. For example: books, office supplies, computer equipment, instructional learning items, etc. with a short description of what they were used towards.  

If you have questions or concerns, please reach out to the Grant Accountant assigned to the grant in question. 

For Questions, Please Contact: 

Whitney Williams: wwilliams2@mt.gov or 444-3408

Julie Moore: julie.moore@mt.gov or 444-0727

Paula Clinch: paula.clinch@mt.gov or 438-3675

Catlin Clifford: catlin.clifford@mt.gov or 444-3692

Steven Morgan: steven.morgan@mt.gov or 594-9728

E-Grants Security: egrants@mt.gov

CSD Senior Manager

Deann Willcut: deann.willcut@mt.gov or 444-2563

The OPI is committed to providing reasonable accommodations to people with disabilities. If you need a reasonable accommodation, require an alternate format, or have questions concerning accessibility, contact the OPI ADA Coordinator, 406-444-3161, opiada@mt.gov, Relay Service: 711.