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Administrative Letter No:   7††††††††††††† ††††††††††††††††††††††††††††††† †††††††††††††††††††††††††††††††

Policy Code:CGD†††††††

 

 

 

TO:†††††††††††††††Superintendents of Schools

†††††††††††††††       Directors of Vocational Regions

 

FROM:††       J. Duke Albanese, Commissioner

 

RE:†††††††††       Cash Monitoring Procedures at the Subrecipient Level

 

DATE:         September 22, 2000

 

This letter is to inform you that the FY 2001 EF-U-415, Federal Programs Cash Management form, is enclosed.We are not providing a hard copy to you this year as it is available on the WEB at the following URL:

 

http://janus.maine.gov/education/forms/forms.htm

 

The EF-U-415 is not to be sent to the Department of Education monthly, just complete the form on a monthly basis, mailingon a quarterly basis.

 

The WEB address will list all of forms for the Department of Education.The EF-U-415 is listed near the bottom of the page.The highlighted and underlined word instructions, when clicked, will give you the latest directions for completing the form.The form itself is located by clicking on one of the icons that represents the format you would like to use.

 

You should print off the form, complete (including signature) and return it to the address shown at the bottom of the form.You may also complete the form online and email it to Darlene Tarr at darlene.tarr@state.me.us.When you do this, you must also send the hard copy with the original signature on it.

Remember, the EF-U-415 form is to report dollars received for Federal Programs only and only those funds received from this Department.No State subsidy payments are to be reported using this form.

To ensure compliance with Federal regulations, the Department requires that the if this form is not received in the Departmentís Division of Finance by the due dates indicated at the bottom of the form all Federal grant payments will be withheld.

Education Department General Administrative Regulations (E.D.G.A.R.), 34 CFR, PT. 80(12), grants authority to the awarding agency to place conditions and restrictions on subrecipients if it is determined there is a history of unsatisfactory performance or if the subrecipient has a management system which does not meet management standards.Special conditions or restrictions may include: (1) withholding authority to proceed to the next phase until receipt of evidence of acceptable performance within a given funding periods; and, (2) requiring additional, more detailed financial reports.

 

Carefully review the instructions for completing the report and contact your Federal program director(s) if you have any questions or need assistance.Please note that the due date for filing the first report is January 15, 2001.

 

All Federal funds WILL BE WITHHELD if reports are not received by the Department of Education by the 15th of the month due.These payments will not be issued until the report is received and when the next regularly scheduled payments are to be made.

 

If you have any questions you can email Lesley Clark at lesleyann.clark@state.me.us or Darlene Tarr at darlene.tarr@state.me.us , or contact them by phone at 287-4485.

 

If you have questions concerning this notice, please contact Judith Malcolm, Team Leader, Support Systems Team or Lesley Ann Clark, Supervisor of Accounting at 287-4485.