Closeout slides

1. RttT Closeout
March 17, 2015
Race to the Top
Program Management Office

2. Presentation Overview
• Closeout Timeline Summary
• Final DSW Amendment Submissions
• Program Closeout - Activities
• Program Closeout - Monitoring
• Fiscal Closeout
• General Reminders
2

3. 2015 Closeout Timeline
3
Last day for
DSW
Amendments
April 15 June 1 June 30 July 31
All
Invoices
Must Be Paid
All DSW
Activities
Completed
Monitoring
Tool Closes
Monitoring
Tool Opens

4. Final DSW Amendment
Submissions
4
• Submit any final DSW amendments by April 15
• Be sure to contact your Regional Lead or Eric Thanos prior
to deadline with any potential questions related to DSW
amendments
June 1 June 30 July 31April 15

5. DSW Amendments Approval
Process
Step 1:
Download
approved
DSW from
RttT
website
Step 2:
Make the
text red
for any
changes
that are
made
Step 3:
Email
amended
DSW to all
of the
following
addresses
Step 4:
DPI posts
approved
DSW to
the RttT
website
Step 5:
Submit
new
Budget in
LBAAS
that aligns
to the
approved
amended
DSW
Email:
• eric.thanos@dpi.nc.gov
• racetothetop@dpi.nc.gov
• karen.frazier@dpi.nc.gov
• Your Regional Lead
5
Step 6:
DPI
reviews
your new
budget in
LBAAS
(comparing
it to new
approved
DSW)

6. Program Closeout - Activities
• Complete all activities by June 30
– Specifically, all goods and services must be received no
later than June 30
– Example: Computers purchased with RttT funds must
actually be delivered by June 30
– Example: PD must be provided by June 30
6
June 1 June 30 July 31April 15

7. Program Closeout - Monitoring
7
• Progress Report Monitoring Tool opens June 1
– Notify your Regional Lead to receive feedback prior to final
submission
– Bottom line: “Did you do what you said you were going to do in your
state-approved DSW?”
– Submit “Progress Reports” for 2014-15 school year to
NCDPI by July 31
June 1 June 30 July 31April 15

8. Fiscal Closeout
• Encumber all RttT funds by June 30
• Pay all invoices by July 31 (the sooner the better!)
• Ensure that RttT funds in the DSW match
budget/expenditure amounts in the LBAAS for all years
• Ensure that the encumbrance account matches the
account code for the expense
8
June 1 June 30 July 31April 15

9. General Closeout Reminders
• Travel cannot be encumbered until it has occurred
• LEAs/Charters should keep good records during the
encumbrance period; expenditures during this period will
be heavily scrutinized
9

10. Key Contacts
10
Detailed
Scopes
of Work
eric.thanos@dpi.nc.gov; (919) 807-3705
Progress
Report
Your Regional Lead;
http://www.ncpublicschools.org/rttt/directo
ry/
LBAAS
leighann.kerr@dpi.nc.gov; (919) 807-3553
karen.frazier@dpi.nc.gov; (919) 807-3738

11. Questions?
11
Last day for
DSW
Amendments
April 15 June 1 June 30 July 31
All
Invoices
Must Be Paid
All DSW
Activities
Completed
Monitoring
Tool Closes
Monitoring
Tool Opens