Page 98 - HCSD SOPandIC Manual

2. The DES completes the estimated budget entries by the requested Business Services due date.

3. Upon approval of the funding year application, the DES aligns the approved budget with the MUNIS
budget as follows:
a. The DES compares a print-out of the district budget from and the approved grant budgets from
MCAPS and/or the non-MCAPS approved grant.
b. Any discrepancies are corrected in the district budget by noting the corrections/changes on the
MUNIS budget printout, with instructions, signature and date. The original is sent to the ESAA
for entry/correction in MUNIS. A copy of the requested changes should be kept in an easily
retrievable file for reference and documentation.
c. The DES makes a final comparison with the corrected MUNIS budget to ensure alignment.
This final review should be conducted within two (2) weeks of the approved revision in MCAPS,
to the extent possible.

Child Nutrition Grants

All Child Nutrition budgets are prepared based on requirements of the school location served. Budgets
will be prepared as follows:

1. The Child Nutrition Director (CND) prepares a budget to support the nutrition program needs based
on the estimated operations expenses for the upcoming school year.

2. The CND will set up the new funding year budget and enter it in MUNIS.

3. The CND completes the estimated budget entries by the requested Business Services due date.

Other Federal Grants

Budgeting for other federal grants should follow the above procedures as applicable to the grant
requirements.

Coordination of Efforts and Activities Across Programs and Seamless Development with State and
Local Funds – J3, J4

Title, Exceptional Services and Other Grants

1. The FPD and DES will include collaboration with other district departments (Technology, Exceptional
Education, Federal Programs, Instruction, Curriculum and Assessment, Student Services, Child Nutrition,
Business Services, Human Resources, Community Relations, etc.) as a part of the grant application
process via meetings, conference calls, emails, etc.

3. The collaboration continues throughout the year during the formal review and evaluation of the grant
which includes all schoolwide plans. Formal reviews and evaluations are held at a minimum of two times
per year – Fall (after state assessment results are official), and Spring (during preparation for the new
fiscal year plan)

Best Practice: Meetings should include a detailed agenda and sign-in sheets. Annotations on the detailed
agenda may serve as minutes. All documents as well as any handouts provided at these meetings should
be kept as documentation. This documentation is to be kept on file in accordance with the records
retention guidelines.

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