Project Information The Project screen displays the most current information on file at the Illinois State Board of Education

for the selected project.

Selecting a Project to view A value must be entered for each of the filter items and select search before any information can be

displayed.

Project Year: This is a list of project years available for selection. Historic information is available back

10 years from the current year.

Entity: A list of Entity Names and their associated Region-County-District-Type (RCDT) codes with

projects in the selected Project year. An entity cannot be selected until a Project Year is specified. To

search for an entity, begin typing in its name or the RCDT code. If searching by RCDT code, dashes must

be used. Searching by Entity Name is not case sensitive.

Program: A list of programs associated with the selected entity in the specified Project Year. A program

cannot be selected until a Project Year and an entity are specified. Search for a program in the list by

entering either the program name or program code.

Sub Project: Contains a list of sub project codes and descriptions associated with the selected program

for that entity and Project Year. Search for a sub project in the list by entering the sub project code.

Search: Click on the Search button to pull up the detailed information on the selected Project Year,

entity, program, and sub project.

The project summary screen will appear once the Search button is clicked based on the selected filter

information.

The left side of the screen indicates the filter selections made in the upper half and includes a Last

Updated Date indicating the current as of date for the information presented on the screen.

Project Frozen: In the case of a project that is frozen, the status of the project will be indicated at the

top of the General Information section. Hover over “Project Frozen” to see the reason for the project

freeze.

General Information

Project Begin Date: The calendar date at which a grant recipient may begin to conduct activities and

encumber obligations that will be charged to a state or federal grant.

Project End Date: The calendar date at which a grant recipient must end all activities and encumber

obligations that will be charged to the state or federal grant.

Adjusted Amount: Reflects any financial adjustments – primarily an audit.

Refund Due: Amount due to ISBE because of overpayment or financial adjustment.

Allotment

Prepayment: As applicable to the program chosen, these are funds that are received but not expended

at the end of the federal project grant period as calculated by the final expenditure report submitted by

the grant recipient. If permissible, a prepayment may be carried over into the next project year and

amended for by the grant recipient.

Carryover Allotment: As applicable to the program chosen, these are funds that are not obligated or

expended by the grant recipient of a federal grant at the end of the project period. When permitted,

the grant recipient may apply to the ISBE to utilize these funds in the next project period.

Current Year Allotment: As applicable to the program chosen, these are funds allocated to the entity

usually based on a formula and provided in the current fiscal year

Total Available: As applicable to the program chosen, these are the total funds available (e.g.,

Prepayment plus Carryover plus Current Year amounts) to the grant recipient to budget and/or expend

for the specified project

Disbursement

Net Disbursement: Net amount of funds disbursed to the specified project.

Select the Click icon for details button to view the disbursement details of

funds disbursed to the specified project.

State FY: Voucher Number: State fiscal year and voucher number.

Voucher Date: Date the voucher was created at ISBE.

Grant Year: Applicable to federal programs, it is the grant year used to disburse funds.

Actual Disbursed: Amount originally disbursed.

Recovered Funds: Amount returned to ISBE due to overpayment.

Net Disbursed: Net disbursement amount that includes recovered funds.

Processed by Comptroller: Date the voucher was processed by the State Comptroller. (Federal funds are

released within the next two business days.)

Prepayment: Amount paid in the prior year but not expended.

Net Disbursed: Amount disbursed in the current year.

Total Net Disbursed: Prepayment plus Net disbursed.

Click the to return to the Project Summary screen.

Budget

Budget Submit Date: Date the most recently approved budget was submitted to ISBE.

Budget Approved Date: Date the most recently submitted budget was approved by ISBE.

Total Approved Budget: Total amount of the most recently approved budget.

Select the Click icon for details button to view the budget details of funds

budgeted to the specified project.

Use the box next to the Expenditure Accounting date to expand and collapse approved budgets

submitted to ISBE. The most current approved budget will always be listed at the top.

Click the to return to the Project Summary screen.

Expenditure

Final Received: Yes/No – if a FINAL expenditure report has been received/approved at ISBE.

Expenditure Submit Date: Date of the most currently submitted/approved expenditure report to ISBE.

For Period Ending: Date of the period through which the most currently submitted/approved

expenditure report has been reported to ISBE.

Total Approved Expenditures: Total amount of approved year-to-date expenditures reported through

the date indicated above to ISBE.

Outstanding Obligations: Amount of outstanding obligations reported on the most currently

submitted/approved expenditure report sent to ISBE.

Total Approved Exp./Oblig: Total amount of expenditures plus any outstanding obligations reported on

the most currently submitted/approved expenditure report sent to ISBE.

Commitment Amount: Amount reported to be needed by the grant recipient for the next month’s

expenditures on the most currently submitted/approved expenditure report sent to ISBE

Select the Click icon for details button to view the expenditure report details

of all expenditure fund reports submitted/approved for the selected project.

Use the box next to the Expenditure Accounting date to expand and collapse approved expenditure

reports submitted to ISBE. The most current approved expenditure report will always be listed at the

top.

Click the to return to the Project Summary screen.

Payment Schedule

Payment Schedule Submit Date: Date the most currently submitted/approved payment schedule was

submitted to ISBE or created by ISBE based on an approved expenditure report

Total Approved Payment Schedule: Total amount of the most currently submitted payment schedule by

the Local Education Agency (LEA) or payment scheduled created by ISBE

Select the Click icon for details button to view the most currently submitted

payment schedule by the LEA or payment schedule created by ISBE.

Schedule Date: Dates each payment are scheduled to be vouchered

Amount (net): Net amount to be vouchered.

Status:

a. Scheduled: Scheduled to be disbursed.

b. Disbursed (date): Date payment was actually disbursed.

c. Frozen: Payment is frozen. Look at the last column to see the reason the payment is frozen.

Processed by Comptroller: Date voucher was processed by the State Comptroller.

Click the to return to the Project Summary screen.