Marcie Pfeifer-Soderbloom
Grants and Fund Development Coordinator
608/663-4947
mpfeifersode@madison.k12.wi.us

Accountability Guidelines and Procedures for Leaders of Grant-Funded Projects

Congratulations on receiving your grant or donation! The following information will get you started on spending your funds within District Purchasing, Budget and Accounting guidelines:

Using the right account number for your purchases will ensure that your funds are correctly spent. Your grant or donation may require or limit what you buy. You will see all the accounts that have a budget or expenditure when you run your Budget report; directions follow below. If you need other/additional accounts set up, please contact Ruth Schultz for grants and Denise Scott for donations by phone or by GroupWise.

Budget:

Your goal is to spend these funds in the budget year that they were intended. Some donations can be carried over for one year. Denise Scott can help you set up a budget report for your grant or donation under your user ID. Follow these steps to access this report in Lawson:

1. Log into Lawson
2. On the right, under your name, click GO TO
3. Click on REPORTS
4. For grants, double click the report with the name:
5. For donations, double click the report with the name: GENDOATE &/or TRAKDONATE
6. Click SUBMIT at the top
7. Click PRINT FILES on the left side
8. Your report should appear. It is best viewed and printed in Landscape (this is Adobe PDF)
9. Print through the Adobe window.

Reports should be run periodically to monitor your budget.

Staffing:

Please contact Jake Staudt, Budget Analyst, to set up staff positions, extended employment and sub codes for your grant or donation.

Purchasing:

All purchases must be within the District guidelines.

• A purchase order is required before all purchases are made. You can order by purchase order when you give your area clerical staff a purchase requisition with the above account numbers. They will enter the purchase requisition in Lawson and the items will be ordered. You can also request the purchase order be sent to you for you to hand carry to a local store.
• Another way to order is through procurement card. To receive a procurement card that uses your grant or grant account number, please visit this website: http://dww.madison.k12.wi.us/purchasing/purchasing_cards.htm.

Accounting:

• If you are considering hiring consultants/artists/speakers, anyone that is not currently employed by MMSD, you must have a contract with them prior to services. Please visit this DWW site for the contract form and other information: http://dww.madison.k12.wi.us/finsvc/consultant_contracts.htm.
• You may also make small purchases and be reimbursed through a Direct Pay (DP) using your grant. Your area clerical staff can enter this DP for you when you provide them with itemized receipts. Please remember that no tax is reimbursed.

For Budget assistance with your grant, contact: Ruth Schultz 663-5365
For Budget report set up, contact: Denise Scott 663-5289
For Purchasing contact: Barb Scholl 204-6803
For Accounting contact: Kim Callies Bleiler 663-8496
For Staffing contact: Jake Staudt 663-1912

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Last Updated: 2008-03-24 02:46PM
This page's URL: http://www.madison.k12.wi.us/grants/accountability.htm
Department Contact: Marcie Pfeifer-Soderbloom, mpfeifersode@madison.k12.wi.us
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