Page 88 - HCSD SOPandIC Manual

• The expense is reasonable, necessary and allocable
(See Appendix A for definitions and examples of allowable, reasonable, allocable and necessary costs.)

3. If the requested items are not aligned with the approved grant/ district plan/SWP/CS&I/TS&I, IDEA,
CNA plan and/or the requested items are unallowable, unreasonable, unnecessary and/or non-
allocable, the request is denied/not approved. The DoFP provide feedback to the principal/person
making the request on why the request was denied via MUNIS, the district’s financial system, an
email and/or telephone conversation within a reasonable time frame.

4. The district’s financial system will not allow entry of a requisition if funds are not available. The
requester must email or call the appropriate DoFP to discuss viable alternatives or begin the revision
process as specified in the grant/program. Title and Exceptional Services grants that are in the
Mississippi Comprehensive Automated Performance-based System (MCAPS) will be revised using
the on-line system.

5. Equipment requisitions are generally processed at the department/district level to ensure approval
from the Technology Department and to receive potential cost benefits/reductions for volume
purchases. The Federal Programs Administrative Assistant (FPAA) enters the requisition for
approval.

6. The DoFP approve the requisition in MUNIS, which is electronically forwarded to the Business
Services Department (BSD) for review. The requisition will be approved or denied. Reasons for the
denial are automatically sent to the DoFP in MUNIS. Approved requisitions are next forwarded to
the district authorized purchasing agent, the Business Manager (BM), for final approval and
generation of a purchase order. In certain circumstances, the DoFP may forward approval of
requisitions during travel, absence, etc.

The Federal Programs Director (FPD) provides annual training for principals and Title I School Contacts
that includes allowable cost guidelines. In addition to the annual training, the FPD provides specific
guidance on allowability during technical assistance visits, telephone calls and emails.

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