For monetary gifts up to $9,999

• The school receives a letter and check from the donor specifying the nature of the gift, and any guidelines for use of the funds.  The original letter and a copy of the check are kept on file with the school account records. 
• For gifts of $1,000 - $9,999, the school completes the form on the “School Based Gifts and Grants Reporting System” which is on the DOE Intranet –  http://nycboe.net/Schools/GiftsGrants/Login.aspx?ReturnUrl=/schools/giftsgrants/Default.aspx 
  A copy of the report will be sent electronically to the Senior Grants Officer, the ROC Deputy Director and to the school’s Outlook mailbox.  A printout of the form must be kept on file at the school
• If the funds will be used only for OTPS (materials, equipment, supplies), the school completes the appropriate form and then may deposit the funds in the school’s bank account
• For gifts of $1.00 - $9,999 to be used in part or in whole for personnel expenses (per diem, per session, trainee), the original check must be sent to the Senior Grants Officer. In addition, the school forwards a copy of the donor’s letter of transmittal, the letter of request or proposal (if applicable) to the Senior Grants Officer at the Regional Operations Center.  The Senior Grants Officer will then enter the gift on the Division of Financial Operations on-line Gifts/Grants Tracking System.  A copy of the on-line gifts/grants report and the original check will be sent to the Receivables Accounting Department where the 5070 table is created in FAMIS and a unique grant number is assigned.  The Division of Budget Operations and Review enters the appropriate lump sum in Galaxy.
• The Principal ensures, in collaboration with the School Finance Committee, that the funds are expended in accordance with Funder requirements, and all associated documentation must be kept on file at the school.

For non-monetary gifts (materials, equipment, services) valued by donor at $9,999 or less

• The school receives a letter from the donor specifying the nature of the gift, the approximate value and any requirements for use of the gift.  The letter must be kept on file at the school.
  Note:  When applicable, the principal should seek guidance from the Senior Grants Officer if there are any concerns regarding the appropriateness of the gift (i.e. quality/safety of donated equipment, costs of upkeep of the donation, content of books, tapes, software, etc.)
  Note: a gift may be declined if it is deemed inappropriate
• For non-monetary gifts valued from $1,000 - $9,999, the school completes the form on the “School Based Gifts and Grants Reporting System” on the DOE Intranet – http://nycboe.net/Schools/GiftsGrants/Login.aspx?ReturnUrl=/schools/giftsgrants/Default.aspx  A copy of the report will be sent electronically to the Senior Grants Officer, the ROC Deputy Director and to the school’s Outlook mailbox.  A printout of the form must be kept on file at the school.  Note: It is the responsibility of the donor to estimate the value of the gift. The school should not make the determination. 
• The school forwards a copy of the donor’s letter of transmittal, the letter of  request or proposal (if applicable) to the Senior Grants Officer at the Regional Operations Center
• The Senior Grants Officer will enter the gift on the Division of Financial Operations on-line Gifts/Grants Tracking System. 
• The Principal ensures that the gift is used in accordance with the donor’s requirements, and all associated documentation is kept on file.

For Monetary and Non-monetary Gifts

of $10,000 or More

• The school receives a letter from a donor specifying the nature of the gift, the approximate value of the gift and/or a check, and any requirements for use of the items and/or funds. The original letter and a copy of the check (if applicable) are kept on file at the school.
• The school completes the appropriate form on the DOE Intranet – http://nycboe.net/Schools/GiftsGrants/Login.aspx?ReturnUrl=/schools/giftsgrants/Default.aspx  A copy of the report will be sent electronically to the Senior Grants Officer, the ROC Deputy Director and the school’s Outlook mailbox.  A printout of the form must be kept on file at the school.
• The school forwards a copy of the donor’s letter of transmittal, the letter of request or proposal (if applicable), requirements for the use of the gift and the original check (if applicable) to the Senior Grants Officer at the Regional Operations Center.
• The Senior Grants Officer will enter the gift on the Division of Finance’s on-line Gifts/Grants Tracking System.  If the gift includes a check, the Senior Grants Officer will forward a copy of the on-line gifts/grants report and the original check to the Receivables Accounting Department where the 5070 table is created in FAMIS.  The Division of Budget Operations and Review enters the appropriate lump sum in Galaxy.

For All Grants

• The school completes the form on the “School Based Gifts and Grants Reporting System” which is on the DOE Intranet –  

  http://nycboe.net/Schools/GiftsGrants/Login.aspx?ReturnUrl=/schools/giftsgrants/Default.aspx 

     A copy of the report will be sent electronically to the Senior Grants Officer, the ROC Deputy Director and to the school’s Outlook mailbox. A printout of the form must be kept on file at the school.
• The school forwards a copy of the grant award letter, and a copy of the school’s proposal or letter of request to the Senior Grants Officer at the Regional Operations Center.
• The Senior Grants Officer will enter the grant on the Division of Finance’s on-line Gifts and Grants Tracking System. A copy of the on-line gifts/grants report and the grant award letter will be sent to the Receivables Accounting Department where the 5070 table is created in FAMIS.  The Division of Budget Operations and Review enters the appropriate lump sum in Galaxy.
• The School Operations Liaison schedules the funds in collaboration with the Senior Grants Officer and in accordance with the requirements of the grant.
• The Senior Grants Officer and the Principal ensure, in collaboration with the School Finance Committee, that the funds are expended in accordance with the requirements of the grant.  All associated documentation, including evaluation reports, are kept on file in the school and in the Regional Operations Center.