Page 91 - HCSD SOPandIC Manual

1. For any Federal grant with a fiscal period that ends after the district’s fiscal year (twelve months), a
program-year identifier is necessary to maintain the integrity of funds awarded, and to ensure that
these funds are expended as approved and liquidated within the timeframes dictated by the grant, i.e.,
Title I and Title II – 27 months.

2. The district utilizes the Prescribed Coding System as maintained by the Mississippi Department of
Education.

3. Specific to Federal Grants management, the District utilizes the Project Code section of its account
code to separate and to identify the grant year. For Example:

Fund Code Function Code Location Code Object Code Project Code
2211 1120 42 9610 18XXX

4. The project code permits up to five (5) characters, hence allowing additional identification of special
programs such as Pre-K, private schools. (18P44, 18REB; 18CHA, etc.)

5. The DoFP and the Business Services Department (BSD) will assign project codes as applicable for
each funding year and special program with the preparation of the grant budget/new funding year.

6. DoFP are responsible for the alignment of Federal grants and district budgets.

Best Practice: Documentation of meetings, periodic reviews, etc., should be signed and dated by the
appropriate personnel and kept in accordance with record retention requirements.

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