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Frequently Asked Questions

 

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GENERAL INFORMATION

G-1 How does one obtain a DUNS number?

Grantees that do not have a D-U-N-S number may obtain one by calling 1-800-333-0505 or by completing the D-U-N-S number request form.  (6/17/11)

G-2 It is stated in the webinar that all ARRA funds should be treated as FY10 only.  Does this apply to Local Entitlement?  Our District had to complete two applications for these funds (one for FY10 and one for FY11)?  We finished the FY10 allocation and still have obligations for the FY11 allocation.  Should we submit reimbursements based on the FY10 instructions?

Yes, local entitlement ARRA funds that were applied for in both FY10 and FY11 are really FY10 funds.  Use the FY10 process and instructions to request reimbursement.  (6/20/11)

 

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CASH MANAGEMENT

CM-1 What is the Maine Department of Education going to do with the cash sent to them through the Cash Management Report EFU-415 closeout?

The amount of funds returned may be added to the remaining balance of funds due to the grantee through reimbursement depending on the specific grant regulations and whether the funds are obligated or unobligated.  Since neither the grantee nor the Maine Department of Education is allowed to have cash on hand for more than 72 hours, these funds will be returned to the United States Treasury to be drawn down as needed.  (6/17/11)

CM-2 Can the grantee get the funds back once they have returned the funds back to the State to zero out their Cash Management Report?

If returned funds are from a closed out federal program, the answer is no. 

If the returned funds come from a continuing program, it depends on the specific grant regulations.  Some programs allow for continued expensing and obligating of program funds beyond June 30, 2011. If the returned funds are from such a grant, then the returned funds would increase the available balance due the grantee. 

If the grant program does not allow the grantee to continue to expend and obligate funds beyond June 30, 2011, then the returned funds would not be available to the grantee.  However, if funds were obligated on or before June 30, 2011 and the obligation has not been paid, then the returned funds, in whole or in part, would be available to the grantee depending on the amount of the obligation. (6/17/11)

CM-3 If we have a positive balance in a grant that is obligated and will be expended by the end of July, I understand that we should hold the cash management report until the end of July.  Should we complete that report on 7/31 as of the usual quarter end date of 6/30 or 7/31?  Also, if this situation applies to only one of the grants, do you want a 6/30 report for the rest that have 0 balances?

You MAY hold the Cash Management Report until the end of July or you MAY close it out as of June 30, 2011 and return the cash on hand for draw down at a later time based on individual program requirements.  The decision is up to the grantee.  The Maine Dept. of Administrative & Financial Services wants one report that will be used for the final closeout.  If you choose to hold the final Cash Management Report until the end of July to liquidate the funds based on your obligation(s), you would report on all grant balances at the same time.  You will not be able to draw down any grant funds until the final Cash Management Report has been closed out for all grants. (6/20/11)

CM-4  What about teacher salaries paid in July and August which we process an accrual for on June 30?  Do we return that money even though it looks expensed on our books for June 30?

ACCRUALS DO NOT DECREASE CASH ON HAND.   Yes, this money needs to be returned to the State at the June 30, 2011 closeout and then requested through the reimbursement process. (6/20/11)

CM-5  I can not find the "funds returned form" for returning excess funds on this web site to attach to the Federal Programs Cash Management Report EF-U-415. 

The form is now available online at http://www.maine.gov/education/reimbursement/index.html. It is located near the bottom of the page under Forms.  (7/12/11)

CM-6 I can’t find the FY11 reimbursement on-line system for Group A grants for the negative balances on the Federal Programs Cash Management Report EF-U-415.  Is it operational?

The Federal Grant Reimbursement System to obtain FY11 funds for negative cash balances is located at www.4pcamaine.org.  The website is up and active for school districts to request FY11 reimbursements if funds are due the district. (7/12/11)

CM-7 On July 15th what happens if the EFU415 cash balance invoiced amount is less than the amount owed for the total grant in 2011?

You can continue to request reimbursement for expenditures made until the grant award has been closed out or fully expended.  (7/15/11)

 

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ELECTRONIC FUND TRANSFER (EFT)

EFT-1 How can the grantee sign up for Electronic Funds Transfer (EFT)?

Read the information and complete the form on our EFT page.   (6/17/11)

EFT-2 If we choose electronic payments (EFT), will there be a detailed remittance to advise grantees as to what grant the payment has been issued for?

The email remittance will contain the amount to be deposited and adequate grant identification information such as grant name, grant CFDA #, and State grant account information. (6/17/11)

EFT-3 What is the process if a grantee currently has EFT payments but does not receive an email remittance which is a new feature to the EFT system?

In the event that the grantee currently uses EFT but does not receive an email remittance, update your status by using the EFT application form. Complete the payee information section and check the box to authorize the State of Maine to send the EFT payment detail to the email address noted on the form.  In the OLD Bank Info section, write SAME, and then sign and send the form to the address noted on the form. See our EFT page for more information. (6/17/11)

 

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REIMBURSEMENT PROCESS

RP-1 When can the grantee request reimbursement for payroll?

Grantees may request payroll reimbursement once payroll checks are issued.  However, requests for reimbursement of payroll may also be made once payroll processing procedures have been completed, and the expenditure is posted in the grantee’s accounting system.  The actual distribution of checks to employees may not have occurred, but the grantee may request reimbursement as long as it ensures receipt and liquidation of the cash within the 3-7 day federal/state time period.   (6/17/11)

RP-2 Is there any reason that reimbursement will not be made when requested through the reimbursement process?

Yes, there are instances when missing program reports, an application not approved or an expenditure that does not match an approved project or activity come up that will cause a Maine DOE Grant Program Manager not to accept the request for reimbursement and require that issues be resolved.  (6/17/11)

RP-3 Does the State need backup documentation?

No, the grantee must maintain detailed records or reports to document expenditures.  The accounting reports must align to the requests for reimbursement on Vendor Reimbursement Form.  The documents will be reviewed during financial audits and federal program monitoring.  (6/17/11)

RP-4  I logged into the NCLB website to try to find the reimbursement form and see what it looks like. I did not find anything. Is it there yet?

The FY 2009-2010 paper Vendor Reimbursement Request form can be found at the following link:  http://www.maine.gov/education/reimbursement/procedures.html on the right hand side of the screen in the light green box.  The FY 2010-2011 and FY 2011-2012 Vendor Reimbursement Request forms are not available since the On-line Grant Reimbursement System is not yet operational.  Each one varies somewhat.  The FY2011-2012 format uses the object code categories from the project budget lines. (6/20/11)

RP-5  I can’t find the FY11 reimbursement on-line system for Group A grants for the negative balances on the Federal Programs Cash Management Report EF-U-415.  Is it operational?

The Federal Grant Reimbursement System to obtain FY11 funds for negative cash balances is located at www.4pcamaine.org.  The website is up and active for school districts to request FY11 reimbursements if funds are due the district. (7/12/11)

RP-6  I am a business manager and will need a username and password for the reimbursement site.  Our superintendent recommended that I acquire my own username and password since this will be our new way of receiving funds and reporting.

The directions for the information you are requesting are outlined in a webinar called Superintendent and Business Manager Training for Invoicing posted to http://www.maine.gov/education/reimbursement/training.html.  The directions are also available at www.4pcamaine.org once the superintendent logs into the Federal Grant Reimbursement System. (7/12/11)

RP-7  I can not log in with our regular electronic system password.  What am I doing wrong?

The directions for the information you are requesting is outlined in a webinar called Superintendent and Business Manager Training for Invoicing, posted to http://www.maine.gov/education/reimbursement/training.html.  CTE Directors or Community Colleges, use the Perkins login and password.  All school administrative unit (SAU) superintendents must use their regular NCLB login and password. If the SAU does not receive NCLB funds, use Local Entitlement login. Community based organizations for 21st Century Grant should contact the 21st Century DOE federal program manager. (Updated 7/15/11)

RP-8  On July 15th what happens if the EFU415 cash balance invoiced amount is less than the amount owed for the total grant in 2011?

You can continue to request reimbursement for expenditures made until the grant award has been closed out or fully expended.  (7/15/11)

 

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