1. Once a grant proposal is approved, the Schalmont Business Administrator will be notified and given a copy of the authorized budget.

2. The business office will verify salary projections based on 1/200th of a recipient’s annual salary.

3. Building principals will be notified about IDEA Grants approved for teachers in each of their prospective buildings. Included in the notification will be information regarding substitute days required to complete the grants. The recipient must notify his or her principal about which days he or she will be requesting subs.

4. A form must be filled out by each grant recipient which lists the days that substitutes were used and the days that were completed with per diem salary. Submit the form with the verification form to the IDEA Committee upon completion of the grant.

5. IDEA Grant salary will be disbursed upon the successful completion of the project. The committee maintains the right to refuse funding for projects that have not been successfully completed.

6. A Schalmont purchase order must be used to purchase all budgeted items in your approved IDEA Grant.

• Obtain purchase orders in your building.
• Verify accuracy of all prices of ordered items
• Add 15% for shipping
• Do not exceed the budgeted amount for each category.
• Recipient will be responsible for any costs that exceed the budget.
• Have completed purchase order signed by your administrator.
• Send it to Kelly Carroll, IDEA Grant Administrator.
• Purchase order will be sent to Business office where appropriate codes will be added.
• Business Administrator will sign PO and it will be sent out.
• Once items are received by recipient, send packing slip to Kelly Carroll.
• Business Office will be notified and bill will be paid.

7. Contracted services must also be placed on Schalmont purchase orders.
• Each PO must be accompanied by the written proposal for services from the contractor. Submit PO and written proposal to Kelly Carroll as soon as possible after approval.
• After the contractor provides the service, the bill should be submitted to Kelly Carroll. The bill will then be submitted to the Business Office for payment.

8. Mileage, phone charges and postage.
• Mileage for travel associated with the grant should be placed on a Schalmont mileage form.
• For telephone charges, submit a phone bill with the appropriate charges marked.
• For postage charges, turn in a receipt for the postage.
• All three should be submitted Kelly Carroll at the completion of the grant.

9. Questions regarding these guidelines may be directed to Kelly Carroll, Middle School.