School Grant Fiscal Management Resources

Managing Grant Funds

Managing grant funds can be overwhelming at times.  Below are guidelines and resources to help.

In-Kind

Some grantors may require an In-Kind or Cash Match when donating funds.  In-Kind is the donation of non-cash items and/or services.  A Cash Match requires a match of funds from the School or District.  Click below for more information and resources:

Meals and Refreshments Guidelines and Snack Resources

Grant Payroll

Grant funded payroll and extra service must be entered through Time and Attendance

Professional Leave

When attending conferences, workshops and/or other training or events you must follow the Professional Leave Guidelines

Purchasing Through Munis (your budget money!) 

  • Munis uses an account code structure made up of three different codes, the org-object-project. These lists show the most common ORG and Objects. The MUNIS Guide helps walk you through the basics such as requisitions, receiving, commodity codes, vendor inquiry, and more!
  • Most purchases should be made using the bid vendor regardless of whether using Munis or school activity funds. The list of Bid Vendors includes the procedure for obtaining Notary license and filing fees and purchasing school activity fund check and deposit stock (Printing: Laser Checks and Laser Receipts).
  • This Requisition to Purchase Form (xls or .pdf) is an optional form used to document that the principal has approved a purchase prior to putting the requisition on using Munis.
  • The Small Purchase Determination & Findings (D&F) Form (fillable version) is used to document price quotes to prove that nonbid purchases follow model procurement.
  • The Noncompetitive Determination & Findings (D&F) Form (Single Source) is used to document purchases where there is no competitive pricing available, such as an official assigned by the Kentucky High School Athletic Association (KHSAA) or items held for resale. Lack of time is never considered justification for avoiding competitive pricing!
  • The Professional Services Contract documents the services to be performed and the price to be charged for this service, such as a dance choreographer, DJ, or piano accompanist. Contracts under $5,000 may be signed by the principal (using this log to keep track of all contracts less than $5,000). Contracts of $5,000 or more must be submitted to the Jefferson County Board of Education (JCBE) for approval before beginning to use the service.  This routing form Professional Services Contract Routing Form.pdf is used to obtain the necessary approvals before being submitted to the Board.
  • Utilize the Purchase Order Addendum Form when a service is purchased and requires a non-JCPS employee to perform the service on JCPS property. This relinquishes JCPS of any liability when the outside vendor is on JCPS property.
  • If a selected vendor does not have a vendor number set up in Munis or if the vendor contact information has changed, complete the New Vendor Form and send it to Accounts Payable.  W-9s are required whenever you set up a new vendor other than a corporation, trust/estate, or other tax classification. Accounts Payable created a W-9 Quick Reference to determine if a vendor is a 1099 vendor requiring a W-9 Form.  If the vendor is determined to be a 1099 vendor, fill out a New Vendor Form and send to Accounts Payable.
  • When purchasing postage and wishing to carry a check to the Post Office, use the US Postmaster Payment Request Form as your invoice and put on receiving against your purchase order.
  • When purchasing items against a Kroger purchase order, attach your receipt to a Kroger Payment Request Form, put on receiving against your purchase order, and send the form with your attached receipt to Accounts Payable for payment.
  • The Purchase Order Maintenance Form can be used to request changes, such as increasing or decreasing the dollar amount or closing it completely, to an active purchase order. This form should be sent to the Purchasing department: jcps-pomaint@jefferson.kyschools.us. 
  • Accounts Payable separates work alphabetically by vendor name. See a list of assigned staff and their contact information.
  • Purchasing department contact information
  • When purchasing technology items, review this List of KETS Codes to ensure that you are coding the purchase properly.
  • When making any purchase, remember that we are tax-exempt and shouldn't pay sales tax. This Kentucky Purchase Exemption Certificate can be used to not be charged sales tax within Kentucky and Indiana. This Florida Purchase Exemption Certificate may be used to eliminate sales tax on trips in that state. If reimbursing an individual, sales tax should not be reimbursed except for CBI (ECE).
  • Online Payment Vouchers can be used for select small purchases, such as CBI (ECE) or moving at-risk funds to your school activity fund. Online payment voucher site.
  • If purchasing software, please consult the Software Approval Process to ensure that the software is approved and secure (Note: This link can only be opened when using Google Chrome, not Internet Explorer)
  • Open PO Reference Sheet    
  • Negative Balance Cheat Sheet Guide
  • Account Inquiry Training (11.6.19) PowerPoint 
  • 1099 Training PowerPoint; W-9 Determination Handout (November 30, 2018)
  • Intro to Purchasing PowerPoint
  • Ensuring T&A Doesn't Blow Your Budget PPT (March/April 2019)

KDE Resource concerning Kentucky Wage and Hour Laws. 

The Division of Wages and Hours major objective is to ensure that employers have the knowledge of and comply with labor laws relating to minimum wage, overtime, lunch breaks, rest periods, payroll deductions, and child labor.  Click here for important information:  KY Wage & Hour Law 

Grant Programmatic Support

Other Grant Contacts

Quick References