The vision of the Florida Department of Education, Division of Blind Services (DBS), is: "By 2010, Florida’s Division of Blind Services will be recognized as the leading agency in the United States empowering blind and visually impaired people to achieve self-determined goals."

The Division’s mission is: "To ensure blind and visually impaired Floridians have the tools, supports, and opportunities to achieve success."

As an integral part of accomplishing that mission, the purpose of the Division of Blind Services Gifts and Donations Fund is to empower blind and visually impaired people to reach self-determined goals by funding projects and programs directly benefiting Floridians who are blind or severely visually impaired, as well as, projects related to systems change and research and development.

DBS services are supported by a number of activities and resources, including private donations made to the Division. Section 413.011(3)(v), Fla. Stat., states that DBS will,

"Receive moneys or properties by gift or bequest from any person, firm, corporation, or organization for any of the purposes herein set out, but without authority to bind the state to any expenditure or policy except such as may be specifically authorized by law. All such moneys or properties so received by gift or bequest as herein authorized may be disbursed and expended by the Division upon its own warrant for any of the purposes herein set forth, and such moneys or properties shall not constitute or be considered a part of any legislative appropriation made by the state for the purpose of carrying out the provisions of this law."

Any person, organization, business or government agency may apply for funds as long as the application complies with the criteria set-forth in the Gifts and Donations Fund Policy Number 1.2. All applicants must be residents of the state of Florida or legally authorized Not-for-Profits or For-Profit businesses and a state or local government agency. Programs managed by the DBS are also eligible for awards.

The Director of DBS will review applications for grants under the Gifts and Donations Funds. The Director, utilizing the advice of committees he has authorized to review grant requests, has the final authority to approve and fund a grant request, or to deny funding.

The purpose of this manual is to describe the processes and procedures followed by the DBS in reviewing and awarding grant requests, and managing and disbursing moneys under the Gifts and Donations Fund.

The guide is organized into five (5) sections with sample exhibits at the end. Each section includes the criteria, processes, and procedures relevant to the awarding, administration, and disbursing of funds in the Gifts and Donations program.

Section One covers the processes and sets forth the criteria involved in grant applications and evaluation. Section Two describes the procedures followed when a grantee has been awarded a grant and signs a contract. Section Three describes the procedures DBS follows for collecting and recording moneys received from donations, refunds and investments. Section Four details the procedures for disbursement of funds from DBS accounts into the State Treasury, and subsequently to the contracted entity. Section Five prescribes the accounting procedures for managing DBS accounts under the Gifts and Donations program.

Section I
GRANT REQUEST PROCEDURES

Application Process

Applications for an award under the Gifts and Donations program may be found at the DBS website at http://dbs.myflorida.com/forms/index.shtml. Grant applications must be submitted with, both, a hard copy and an electronic copy to the Director, Division of Blind Services. An electronic copy is to be supplied on a CD or disk using Microsoft Word. (Excel may be used for the budget section.). Grant requests may be funded in whole or in part in an effort to maximize the use of available funds.

(See Exhibit I.01 - "Application for a Grant Request" and the "Guidelines for Application for the Division of Blind Service Gifts and Donations Fund")

Grant Eligibility

Any person, organization, business or government agency is eligible and will be considered for funds under this program as long as all required fields of the application are completed and the project or service complies with the criteria set forth. All applicants must be residents of the state of Florida, or legally authorized Not-for-Profits or For-Profit businesses, or a state or local government agency. Programs managed by the Division of Blind Services are also eligible for awards.

The Director of the Division of Blind Services shall not be eligible to receive funds or proceeds, or in any way directly receive a benefit from the Gifts and Donations Fund. He does reserve the right to participate in programs funded by the Gifts and Donations Fund.

Employees of the Division of Blind Services are not eligible to receive funds from the Gifts and Donations program.

Types of Grants

There are two types of grants that are eligible for funding through the DBS Gifts and Donations Fund program.

Projects and Programs Contract
Personal Services Contract

Criteria

Criteria for Gifts and Donations Funds and definitions of the types of grants are as described below in general and in greater detail in the DBS Checklist for Gifts and Donations which is included in the Application.

Projects and Programs Contract

The project must serve individuals who are blind or visually impaired.
The project must serve those who are under served or considered to be the most significantly disabled.

Personal Services Contract

A project that does not directly benefit individuals who are blind or severely visually impaired, but does provide a benefit to the service delivery system which provides services to this population.

The Director may establish in writing additional criteria in determining projects for awards under the Gifts and Donations Funds

Cash Advances

Requests for cash advances must be clearly justified in the application. The justification should include a paragraph outlining the necessity of a cash advance and a detailed itemized description, including amounts, for each proposed expense as well as a total. Purposes for cash advances would include, but are not limited to, necessary start up costs for facilities, utilities, furnishings, equipment, licenses, personnel, training, etc. The Director of the Division of Blind Services shall determine if the cash advance is consistent with the procedures of the Department of Financial Services.

Grant Review Process

Grant requests will be considered during TWO windows of opportunity during the year. Grant applications submitted on or before January 1 will be considered and approved or disapproved by April first. Grant applications submitted by July first will be approved or disapproved by October first.

DBS Committee Review

The Director will refer the grant application to a DBS Grants Review Committee to study and assess the efficacy of the grant request under the Gifts and Donations Funds program criteria and the needs of the Division. The Assistant to the Director of the Division of Blind Services is designated as the clerk for the committee and will prepare copies of the grant request for each of the committee members for review.

The committee will be comprised of the following division employees: the Bureau Chief of the Braille and Talking Book Library, the Director of the Orientation and Adjustment Center, the Bureau Chief of Client Services and Program Support, and the Bureau Chief of Operations and Compliance. The Bureau Chief of Operations and Compliance will chair the committee and coordinate with the clerk. If the grant request is for an activity supervised by any one of the committee members, the Deputy Director of the Division of Blind Services will review the grant request in place of that member.

The committee will perform a business/technical review and a fiscal review of the grant request.

The business/technical review will be performed to determine:

if the grant request meets one or more of the essential activities on the check list for gifts and donations, and
if the project being proposed enables the Division of Blind Services to carry out its mission and vision in accordance with its Strategic Plan.

A fiscal review will be performed to determine:

if there are funds available for the project,
if the budget has a low administrative cost, (Generally no more than ten percent of the grant dollars should be for administrative costs. Administrative costs are defined as: staff salaries if the position does not provide direct service to individuals being served by the grant. Administrative costs also means other customary costs such as utilities, phones, rent for office space or a share of any other cost associated with the administration of the program)
if the request may be funded with other program funds, and
if a cash advance is requested, is there proper justification.

The committee will have twenty (20) business days from the receipt of the request to complete the review and report the results. Members of the committee may use program staff to assist in the review. The committee reserves the right to conduct a personal interview with the applicant. The DBS Committee Review Form (Exhibit I.02) will be used to communicate the results of the evaluation. The Assistant to the Director of the Division of Blind Services will prepare copies of the committee’s review for the next phase of the review process.

Direct Service Organization (DSO) Review

After completing its review, the DBS committee will refer the results of the review to the DSO. The DSO will be given the opportunity to perform its own review in order to evaluate the merits of the grant request and to advise the Director of the Division of Blind Services. The DSO will submit a written recommendation to the Director to either support the project, in whole or in part, or reject the project with an explanation for its decision. The DSO should provide its recommendation within ten (10) days of its scheduled meeting.

Director, Division of Blind Services

The Director of the Division of Blind Services has the authority to determine use of funds under this program. The Director will consider the results of the committees’ reviews and make a final decision to approve or reject funding for the grant request. The Director will make a final decision on the proposal within ten (10) business days from receipt of the recommendation from the DSO.

If the Director’s decision is contrary to the recommendation provided by the DSO, the Director will respond to the DSO in writing with an explanation for his decision. If the Director chooses not to approve funding for the grant request, he will respond to the applicant in writing with an explanation for his decision not to fund.

Section II
GRANT AWARD PROCEDURES

Grant Approval

The Director of the Division of Blind Services will approve all awards. A congratulatory letter (Exhibit II.01) notifying the grantee will be issued by the Director within ten (10) business days of his decision to approve the award. The letter will be on DBS letterhead and will state the grant has been approved and that a contractual agreement will follow within thirty (30) days of the award letter. Conversely, a letter will be sent to those whose grant request has been denied which will include a brief explanation as to the reason for the denial.

The Award Agreement/Contract

(See Contract, Exhibit II.02)

The Award Agreement/Contract will include the following:

Recitals
Contract Period
The Award Amount
Conditions of the Award
Contact Information
Special Provisions
Payment Schedule
Approved Cash Advance Amount (if applicable)
Invoice Requirements as an attachment (See SECTION IV; Exhibit IV.01)
Deliverables based upon the proposal as an attachment
Signature, Title and Date lines for Provider and DBS Director
"Attestation of No Conflict of Interest" as an attachment (Exhibit II.03)

The grantee’s signature on the Award Agreement/Contract constitutes acceptance of the award. The initial disbursement of funds will begin consistent with the payment schedule of the contract.

Contract Monitoring

All contractual agreements entered into by a grantee and the Division of Blind Services under the Gifts and Donations Fund program will be monitored by DBS.

Ongoing contract monitoring will be performed quarterly by the program manager or supervisor for which the contract services are being carried out. Persons performing contract monitoring shall inspect records, papers, documents, facilities, or services of the grantee relevant to the contract. Interviews with grantees or their personnel may be conducted to assure satisfactory performance of the terms and conditions of the contract.

In-depth monitoring will be conducted on an annual basis by the DBS Contract Manager. The Deputy Director, Division of Blind Services is designated as the DBS Contract Manager.

Disbursements to Grantee

Providers must submit the appropriate documentation to the Deputy Director’s Office of DBS in order to receive payments. See "Invoice Requirements" in Section IV for detailed instructions on this process. Payment requests will be approved by the Director of DBS. The DBS director will also authorize the transfer of funds from DBS accounts to the State Treasury to ensure that disbursements are made in a timely manner to Providers. All disbursements to Providers will be made directly from the State Treasury by warrant or electronic funds transfer (EFT).

Section III
PROCEDURES FOR COLLECTING AND RECORDING MONEYS RECEIVED FROM DONATIONS, REFUNDS AND INVESTMENTS

The Division of Blind Services receives donations, refund checks, etc., in the State Office. Items are date stamped and given to the Administrative Assistant in the Director's Office. The Administrative Assistant reviews all documents making sure the correct paper work is attached.

Donations

The Division of Blind Services, pursuant to Chapter 413.011, Fla. Stat., is authorized to receive moneys or properties by gift or bequest from any person, firm, corporation, or organization and these gifts are recorded and deposited in the Money Market account. The funds have been donated to the division by individuals to help the division and the blind of the State of Florida and are not designated for specific projects or activities. By using the Gifts and Donation Funds in this way, the funds may be eligible for federal match based upon the nature of the grant project for which the funds are used.

Donations are received from families in memory, in honor of someone, or in appreciation. These are processed as follows:

If the donation is a bequest or estates from a Will then it must be sent to the DOE General Counsel's Office for review and follow-up. The General Counsel will return the documents and advise what action should be taken. A receipt of acknowledgement is returned to the attorney, etc., if it is provided for the estate.
If the donation is not a bequest or estates from a Will then the check is processed following the procedure below.

All checks will be copied and submitted on a transmittal letter to the Fiscal Office. Deposits will be made within three (3) business days into the Money Market account. A copy of these deposited checks and the deposit slip will be submitted on a transmittal letter to the Fiscal Office within two (2) business days.

The Division acknowledges all donations with a thank you letter. Refer to Exhibit III.01 for a sample letter.

Refund Checks

Refund checks may be received from grantees that have not fully executed their grant awards. A transmittal memo stating the nature of the check and a copy of supporting documents will be submitted.

Recording of Checks

All checks and EFTs are recorded with date, name, nature of check, check number and amount. Copies are made of each one along with any supporting documents for the files. All checks are forwarded to the Accounting Supervisor of the Fiscal Section for review and then given to the Accountant II to prepare for deposit. A copy of the transmittal deposit form is sent to the Director's Office for review and filing.

Investments

The DBS maintains an investment account with the SBA. Donated funds are deposited in this account for the express purpose of earning dividends. The contract between the DBS and the SBA delineate the procedures to move or deposit funds to or from this account. In most cases, funds are moved to the Gifts and Donations Trust Fund, a State Treasury account, to fund grants and special projects.

Section IV
PROCEDURES FOR DISBURSEMENTS

Providers submit invoices to the State Office for payment in accordance with the payment schedule and stipulations of the contractual agreement between themselves and DBS.

Invoice Requirements

The following requirements apply to all invoices submitted for payment. Refer to Exhibit IV.01.

An invoice submitted for payment of expenditure must be a legible copy.
The original invoice is maintained by the agency. If an agency is filing a copy of the invoice as its original, it must contain the statement "original invoice not available, agency records show that this obligation has not been previously paid" with the signature of the person certifying the statement. Thermofax copies, because of their temporary nature, shall not be filed as the original at the agency. It should be copied on a standard photocopy machine.
Invoices for commodities must clearly reflect a description of the item or items, number of units and cost per unit. Numerical code descriptions alone will not be accepted.
Invoices for contractual services must also clearly reflect the services/deliverables that were provided. Invoices for fixed unit rate contracts must show the number of units and cost per unit. Invoices for contracts paid out on a reimbursement basis or a fixed rate for a specific time period, e.g. quarterly, monthly, etc., must be supported by documentation, such as a Progress Report (Exhibit IV.02), which clearly reflects the services/deliverables provided during the invoice period. No balances for prior purchases will be paid unless supported by an invoice. A statement will not be paid unless it can be clearly shown that the vendor intended it to be used as an invoice.
All invoices shall be in accordance with Section 215.422, Fla. Stat., and the rules set forth in Rule 3A-24, F.A.C.
Invoices that are split payments require information showing the distribution of charges between funds for such invoice and a cross-reference of the statewide document numbers for all related vouchers.
Invoices and other supporting documentation included in a voucher must be grouped by vendor and arranged in the same order as the vendors listed on the voucher schedule. If the voucher includes multiple invoices from the same vendor, the voucher must include a calculator tape or other evidence showing that the total of the invoices is equal to the amount shown on the voucher schedule.
Acronyms and non-standard abbreviations for programs or organizational units within an agency should not be used in the supporting documentation unless an explanation is also included.
All purchases made by check must include a copy of the canceled check.
Procurement requirements shall be consistent with Chapter 287.057 of the Florida Statutes. The following price quote guidelines are required for commodity purchases:
- Purchases under $2,499 require one quote.
- Purchases ranging from $2,500 - $14,999 require two quotes.
- Purchases ranging from $15,000-$24,999 require three written quotes.

Exception: If the item or service is of such a specialized or unique nature for serving the blind or visually impaired community, and is manufactured or provided by a sole source, the bid quote requirements will be waived.

Invoice Processing

Invoices submitted to the State Office are first reviewed by the Contract Manager to ensure that all Invoice Requirements have been met. The Invoice Requirements Guidelines will be applied to all invoices to determine if all information is provided and accurate. If there is a mistake or an omission on the invoice, the Contract Manager, or designee, will contact the Provider and notify them of the problem. A prompt resolution to the problem is the desired goal.

Processing a completed invoice involves the following steps:

The Contract Manager, or designee, will take the completed invoice to the Director for approval. Director signs off on invoice.
A Transmittal Sheet is completed. (Exhibit IV.03).
A copy of the Provider’s Report, which is considered part of the Provider’s invoice, is made and placed in the Provider’s file. The originals are attached to the Transmittal Sheet.
A copy of the Contractual Agreement, including deliverables, is also attached to the Transmittal Sheet.
The Transmittal Sheet with all appropriate paperwork attached is sent to the Fiscal Section via interoffice mail.
Accountant III SES Fiscal Office processes the Voucher form and forwards it the Department of Financial Services to be disbursed out of the State Treasury.

Section V
ACCOUNTING PROCEDURES

This section outlines the procedures for the preparation, disbursement, and administration of Division checks with funds outside the State Treasury.

Transfer of Funds

The Division of Blind Services will establish an annual budget for use of funds under the Gifts and Donations funds program. During each six month cycle, fifty percent of the funds allocated for the fiscal year will be disbursed.

The Director of the Division of Blind Services and the Bureau Chief of Operations and Compliance are responsible for managing the cash of the gifts and donations program and may make decisions on the amount of cash to transfer without seeking advice from a committee. The Director is responsible to authorize in writing a transfer of funds that involves accounts relating to the Gifts and Donations Fund. When funds are needed in the State Treasury to pay grantees, cash will be transferred into the State Treasury from the Money Market Account. The "Director’s Gifts and Donations Funds Transfer Request Form" (Exhibit V.01) is signed by the Director to authorize all funds transfers from the Gifts and Donations Money Market account into the State Treasury. Following approval, the check is processed and sent via interoffice mail to the Fiscal Office to be deposited into the State Treasury within three business days.

If at any time the Money Market Account exceeds $50,000 for one statement cycle, the designated representatives set forth in Enclosure 4 of the SBA Trust Agreement shall authorize in writing, that funds be transferred by EFT to the SBA investment account. The Chief, Bureau of Operations and Compliance, will review monthly statements to ensure that cash ceilings are not exceeded and to advise the Director accordingly.

Accounting Administration

The Fiscal Officer is responsible to ensure that all payment transactions are in compliance with applicable Federal and State Laws, rules, regulations, policies and procedures. Appropriate supporting documentation must be maintained in award files. Expenditures to transfer funds from accounts outside the State Treasury must be documented and kept on file in the Director’s office.

The custodians or alternates are responsible for the security of the checks, ensuring that proper accounting and recording procedures are maintained, ensuring that all disbursements are properly authorized, and reviewing and signing all checks. Two signatures are required on all checks. An audit of these transactions and procedures is conducted annually by an independent auditor.

Documentation Requirements

The Division’s Budget Office is responsible for maintaining proper documentation to support Money Market checking account disbursements including:

Departmental Check Register
File copies of Departmental Checks
Authorization forms for Departmental check disbursements

These documents are to be maintained in office files and made available for review upon request.

Money Market checks must be reviewed and signed by the authorized signatories.

Reconciliation of the Money Market Account

The Operations Management Consultant Manager in the Fiscal Office is responsible for the reconciliation of the Money Market account within five days of the receipt of the monthly bank statement. Check disbursements on the statement are compared to the payments in Quicken and checked off. A copy of the summary is made and filed.

Auditing

An independent auditor conducts an annual audit of the account. The Bureau of Operations and Compliance shall conduct at least one compliance review per year on randomly selected files.

EXHIBITS

Exhibit I.01
GRANT REQUEST APPLICATION
DIVISION OF BLIND SERVICES
GIFTS AND DONATIONS PROGRAM

Grant requests will be considered during TWO windows of opportunity during the year. Grant applications submitted on or before January 1 will be considered and approved or rejected by April 1 and grant applications submitted by July 1 will be approved or rejected by October 1.

I. Background Information

Organization or Individual Name:_______________________________________

Address:______________________________________________________________

Phone Numbers:_______________________________________________________

Are you a legal resident of the state of Florida?_________________________

Is your organization a Not-for-Profit organization?______________

If yes, please supply a copy of your 501 (c)(3) documentation.

Is your organization a For-Profit business?______________

If yes, please supply a copy of your business license(s).

Is your organization a part of a state or local government agency?

_____________ If yes, which agency?_____________________________________

II. DBS Checklist for Eligibility for Grants under Gifts and Donations

Please use the following checklist and check off all statements that apply to or describe the type of project or service for which you are applying for a grant. At least one statement must be checked off to be eligible for consideration for funding under the Gifts and Donations program.

Does the request provide special services and benefits for the blind for developing their social life through community activities and recreational facilities?
Does this request establish, develop, or improve a public or other nonprofit community rehabilitation program that is used to provide vocational or other rehabilitation services to the blind that promotes full integration of the blind in society?
Is this request for the construction of a facility for a public or nonprofit community rehabilitation program?
Does this request provide special services to provide non-visual access to information for individuals who are blind?
Does this request relate to services that promise to contribute substantially to the rehabilitation of a group of individuals but are not related directly to the plan for any one individual?
Is this request for services to help correct blindness?
Does this request relate to the provision of eyeglasses and other visual aids?
Is this request for the provision of services and equipment to assist an individual who is blind to become more mobile and more self-sufficient?
Does this request relate to the testing of technology that could be used by the blind?
Is this proposal likely to increase public awareness of the abilities and competence of blind people?
Is this request for the transfer of cash to the Grants and Donations Trust Fund of the Division of Blind Services?
Is the request related to the establishment of a new program?
Is the request for an activity not listed that would benefit the blind?

III. Summary of Project or Service

Instructions:Provide a summary of the project or service you are proposing. A detailed description is requested under V. You may electronically paste your summary here.

IV. Budget for Project or Service

Instructions: Provide a budget for the project or service that you are proposing. Keep in mind that a request for a cash advance must be clearly justified with a detailed itemized description, including amounts, for each proposed expense as well as a total. Purposes for cash advances would include, but are not limited to, necessary start up costs for facilities, utilities, furnishings, equipment, licenses, personnel, training, etc.

Procurement requirements shall be consistent with Chapter 287.057 of the Florida Statutes. The following price quote guidelines are required for commodity purchases:

Purchases under $2,499 require one quote.
Purchases ranging from $2,500 - $14,999 require two quotes.
Purchases ranging from $15,000-$24,999 require three written quotes.

You may electronically paste your budget here. Excel may be used.

V. Detailed Description of the Project or Service

Instructions: Provide a detailed description of the project or service you are proposing. The description must include deliverables worded in such a way as to be measurable. You may electronically paste your description here.

Grant applications must be submitted with, both, a hard copy and an electronic copy to the Director, Division of Blind Services. An electronic copy is to be supplied on a CD or disk only using Microsoft Word. Excel may be used for the budget section.

Grantee’s Name: __________________________________Date:___________________

Street Address: __________________________________________________________

City, State, Zip Code:______________________________________________________

Phone #1:___________________________ Phone#2:____________________________

GUIDELINES FOR APPLICATION FOR DIVISION OF BLIND SERVICES GIFTS AND DONATIONS FUNDS

PURPOSE

The purpose of the Division of Blind Services Gifts and Donations Funds is to fund projects and programs directly benefiting Floridians who are blind or severely visually impaired, as well as, projects related to systems change and research and development.

The director will review applications for grants under the Gifts and Donations Funds.

CRITERIA

Criteria for Gifts and Donations Funds are as described below.

The project must serve individuals who are blind or visually impaired.
The project must serve those who are under served or considered to be the most severe.
If the project does not benefit directly individuals who are blind or severely visually impaired, it must have a benefit to the service delivery system which provides services to this population.

The director may establish additional criteria in determining projects for awards under the Gifts and Donations Funds.

EVALUATION STANDARDS

The Director may consider the following when reviewing an application, however, the director is not limited to the criteria below. If additional criteria are considered in making awards, the director shall apply the criteria to all applicants equally for that grant cycle. Any additional criteria must be in writing. The Director may also utilize the advisement of committees in

Project Quality. Does the project meet the needs of the blind and visually impaired and the priorities of the division?
Project Accountability and Financial Efficiency. Does the budget have a low administrative cost? Generally no more than ten percent of the grant dollars should be for administrative costs.

Administrative costs are defined as: staff salaries if the position does not provide direct service to individuals being served by the grant. Administrative costs also means other customary costs such as utilities, phones, rent for office space or a share of any other cost associated with the administration of the program.

No grant application will be considered from the prior fiscal year unless the applicant submits the request again.

No application for funds will be considered if the applicant does not submit the following:

The "Application for a Grant Request" form found on the DBS website must be used. The application should be no more than 20 pages. The application should include the following:
1. All applicable background information.
2. A summary no more than 3 pages.
3. A budget no more than 5 pages.
4. A detailed description of the project, no more than 10 pages.
5. Applicants may add relevant additional information as necessary.
At a minimum, the hard copy of the application should have a 12 point font.
An electronic copy on CD or disk using Microsoft Word (Excel may be used for budget section) and a paper copy of the application must be included.

WHO IS ELIGIBLE TO RECEIVE A GRANT

Any person, organization, business or government agency may apply for funds as long as the application complies with the criteria set-forth in this policy. All applicants must be residents of the state of Florida or legally authorized Not-for-Profits or For-Profit businesses and a state or local government agency. Programs managed by the Division of Blind Services are also eligible for awards.

MISCELLANEOUS ITEMS

In order to maximize funding opportunities, proposals should normally be for one year. In most cases, continuation funding will not be granted. Also, for grants over a two or three year period, the funds from the Gifts and Donations are expected to decrease and other funding resources should increase.

The director of the Division of Blind Services may elect to interview the applicants anytime prior to the awards being made for the grant cycle. Assuming availability, at least $200,000 will be available for awards each year.

The director of the Division of Blind Services reserves the right to suspend the awarding of funds at any time. All grantees must provide the director of the Division of Blind Services with a progress report monthly or quarterly, in accordance to the agreement, and grant funds will be dispersed accordingly.

Exhibit I.02
GIFTS AND DONATIONS PROGRAM
DIVISION OF BLIND SERVICES
COMMITTEE

GRANT APPLICATION REVIEW

I. BACKGROUND INFORMATION

Organization or Individual Name:__________________________________________________

Address:______________________________________________________________________

Phone Numbers:________________________________________________________________

State of Florida legal resident?_________________________

PLACE A CHECK BY ALL OF THE FOLLOWING THAT APPLY:

Not-for-Profit organization________ 501 (c)(3) documentation___________

For-Profit business______________ List business license(s) provided_____________________

_____________________________________________________________________________

Organization is a part of a state or local government agency_____________

If yes, which agency?____________________________________________________________

II. BUSINESS/TECHNICAL REVIEW

1. Does the grant request proposal meet one of the Checklist Requirements? ____________

Give an abbreviated description of one to three checklist statements that apply.

a.______________________________________________________________________

b.______________________________________________________________________

c.______________________________________________________________________

2. How does the grant request proposal enable the Division of Blind Services to carry out its mission and vision in accordance with its Strategic Plan.

III. FISCAL REVIEW

A fiscal review will be performed to determine:

Does the budget have a low administrative cost? (Does not exceed 10 percent of total)

What are the total funds available for this grant cycle?

Could the request be funded with other program funds other than Gifts and Donations?

If an advance is requested, is there proper justification?

IV. APPLICANT INTERVIEW (OPTIONAL)

Notes from interview if one is conducted.

V. RESULTS

The committee is not expected to make a recommendation to fund or not fund a grant request. The task of the committee is to gather necessary information and communicate such to the Direct Support Organization, and ultimately to the Director, enabling the Director to make an informed decision pertaining to the grant request.

Committee Participants and Position Titles:

Name Title

_______________________________ ________________________________

Exhibit II.01 - Letter

Date____________________________

Date

Dear Mr./Ms. Name:

On behalf of the Division of Blind Services, I would like to inform you that <Provider> will receive an award in the amount of Award Amount in dollars from the Gifts and Donations Funds.

The awarded funds must be utilized for the purposes outlined in your original proposal and in compliance with the Award Agreement, which will be sent to you under separate cover.

Your signature on the Award Agreement constitutes your acceptance of the award. DBS shall begin issuing monies, consistent with the award and state procedures, upon receipt of the Award Agreement.

If you have any questions regarding this letter or the Award Agreement, please do not hesitate to contact either Kristin Brown or myself at 850/245-0300.

Good luck to your organization in achieving your goals and having a successful year.

Very Truly,

S. Craig Kiser

Director

SCK/kb

Exhibit II.02 - Contract Example

Contract Number:______ Month/Year:_________

This area is for official use only

STATE OF FLORIDA

DEPARTMENT OF EDUCATION

DIVISION OF BLIND SERVICES

This Contract (the "Contract") is entered into by the State of Florida, Department of Education, Division of Blind Services (the "Division") and <Contractor> (the "Provider").

A. RECITALS

The Provider applied through its proposal for an Award from the Division’s Gifts and Donations Funds.
Consistent with Division procedure, the Division reviewed such proposal along with several others and selected such proposal for the offering of an Award from the Division’s Gifts and Donations Funds (hereinafter the "Funds").
The parties wish to join in the Contract spelling out relevant obligations in the delivery of the Award.
The Division is awarding Funds to Provider and the Provider is accepting Funds from the

Division for the purpose and for the manner stated in the Provider’s proposal consistent

with the Guidelines for Application for Division of Blind Services Gifts and Donations Funds.

NOW, THEREFORE, for good and valuable consideration, the parties hereto agree:

COMPOSITION OF AGREEMENT; ENTIRE AGREEMENT; NO MODIFICATIONS EXCEPT IN WRITING; RECITALS; ATTACHMENTS:

The agreement between the Division and Provider concerning the subject matter hereof consists of the Contract, this Agreement and all other attachments and exhibits referenced herein or in the Contract. In the event there is any inconsistency between the provisions of the Contract and the provisions of this Attachment or any other attachment or exhibit, the provisions of the Contract shall govern and control. The Contract, this Attachment and all other attachments and exhibits referenced herein or in the Contract may be referred to collectively as the "Agreement".
The Agreement represents the total and complete agreement of the Division and Provider relating to the subject matter of the Agreement. The Agreement supersedes any prior or contemporaneous written or oral agreements or representations relating to the subject matter of the Agreement.
No purported modification of the Agreement shall be valid or binding on either party hereto unless such modification is contained in a document executed by both parties to the Agreement.
The above recitals are true, correct and incorporated as if fully stated herein.
The following documents are attached hereto (collectively the "Attached Documents") and incorporated herein:
1. Attachment A, Invoice Requirements;
2. Provider’s Proposal #<Contract Num> (the "Proposal").

B. CONTRACT PERIOD:

This Contract begins (date added) or the date this Contract is fully executed, whichever is later, and ends <expiration date>.

C. AWARD

The Division agrees to provide $<Award Amount> (hereinafter, the "Funds") consistent with and subject to this Contract.

D. CONDITIONS OF THE AWARD

The Proposal must be executed by the Provider within the time limits, budget, and in accordance with the description as stated in the Proposal consistent with this Agreement.
In the event it is determined by the Division that Provider cannot comply with above paragraph 1, the Provider shall offer to return all unused Funds disbursed from the award to Division and any property purchased with Funds. Division may choose to accept or reject such offer within its reasonable discretion, adjust the monetary value of the award, terminate further payment on the award, or demand immediate refund of any or all monies already delivered under the Contract. Upon acceptance of such offer the Provider shall immediately deliver such Funds and personal property to Division as Division requires.
The Provider hereby grants to Division a security interest in all equipment, furniture, supplies, inventory, fixtures or other items of personal property acquired by the Provider with Funds. The Provider shall notify Division upon the purchase of any personal property with Funds and shall provide a complete description of such personal property including, where applicable, the make, model and serial number of each item purchased.

NOTICE AND CONTACT

The Contract Representative for the Provider is: Name, Title, and address
The Contract Representative for the Division is: S. Craig Kiser, Director

Division of Blind Services

325 West Gaines Street

Turlington Building, Suite 1114

Tallahassee, FL 32399-0400

SPECIAL PROVISIONS

The Provider agrees:
1. To comply with all applicable laws, statutes and regulations of the State of Florida and the United States, and to complete any forms required under such laws, statutes and regulations, whether or not such forms are reference in this Agreement.
2. To maintain books, records and documents in accordance with generally accepted accounting procedures and practices, which sufficiently and properly reflect all expenditures of funds provided by the Division under this Agreement.
3. To assure these books, records and documents shall be available and subject at all times to inspection, review, and/or audit by state personnel and other personnel duly authorized by the Division.
4. To maintain and file with the Division such progress, fiscal inventory, and other reports as the Division may require (in its sole discretion) within one (1) year after the completion of performance under this Agreement.
5. To allow public access to all documents, papers, letters, or other materials made or received by Provider in conjunction with this Agreement, subject to the provision of Chapter 119, Florida Statutes and other applicable law, subject to unilateral termination of the Agreement for non-compliance with this term.
6. To submit all invoices for payment for services or expenses in form acceptable to the Division and in detail sufficient for a proper pre-audit and post-audit thereof. See Attachment A for guidelines of acceptable invoices.
7. Unless Provider is an agency or subdivision of the State of Florida, to indemnify, defend, and hold the Division harmless, to the full extent allowed by law, from all claims, suits, judgments, or damages, including court costs and attorney’s fees, arising out of the negligent acts, negligent omissions or willful conduct of the Provider relating to this Agreement. Nothing in this Agreement is intended to serve as a waiver of sovereign immunity nor shall anything in this Agreement be construed as consent by a state agency or political subdivision of the State of Florida to be used by third parties in any matter arising out of any agreement.
8. To be solely responsible for the provision of, and to provide adequate liability insurance coverage on a comprehensive basis which coverage shall be in force at all time during the terms of this Agreement. Upon Provider’s execution of this Agreement, Provider shall furnish the Division with written evidence, acceptable to the Division, of the existence of such insurance coverage.
9. To not use or disclose any information concerning any recipient of services under or incident to this Agreement except when required under this Agreement or under applicable law or regulations.
10. To comply with all applicable laws, statutes and regulations of the State of Florida and the United States, and to complete any forms required under such laws, statutes and regulations, whether or not such forms are reference in this Agreement.
11. To maintain books, records and documents in accordance with generally accepted accounting procedures and practices, which sufficiently and properly reflect all expenditures of funds provided by the Division under this Agreement.
12. To assure these books, records and documents shall be available and subject at all times to inspection, review, and/or audit by state personnel and other personnel duly authorized by the Division.
13. To maintain and file with the Division such progress, fiscal inventory, and other reports as the Division may require (in its sole discretion) within one (1) year after the completion of performance under this Agreement.
14. To allow public access to all documents, papers, letters, or other materials made or received by Provider in conjunction with this Agreement, subject to the provision of Chapter 119, Florida Statutes and other applicable law, subject to unilateral termination of the Agreement for non-compliance with this term.
15. To submit all invoices for payment for services or expenses in form acceptable to the Division and in detail sufficient for a proper pre-audit and post-audit thereof. See Attachment A for guidelines of acceptable invoices.
16. Unless Provider is an agency or subdivision of the State of Florida, to indemnify, defend, and hold the Division harmless, to the full extent allowed by law, from all claims, suits, judgments, or damages, including court costs and attorney’s fees, arising out of the negligent acts, negligent omissions or willful conduct of the Provider relating to this Agreement. Nothing in this Agreement is intended to serve as a waiver of sovereign immunity nor shall anything in this Agreement be construed as consent by a state agency or political subdivision of the State of Florida to be used by third parties in any matter arising out of any agreement.
17. To be solely responsible for the provision of, and to provide adequate liability insurance coverage on a comprehensive basis which coverage shall be in force at all time during the terms of this Agreement. Upon Provider’s execution of this Agreement, Provider shall furnish the Division with written evidence, acceptable to the Division, of the existence of such insurance coverage.
18. To not use or disclose any information concerning any recipient of services under or incident to this Agreement except when required under this Agreement or under applicable law or regulations.
If the amount of funds to be received by Provider hereunder exceeds the threshold amount provided in Section 287.017, Florida Statutes, for CATEGORY TWO, the undersigned, on behalf of himself/herself, the Provider, and any affiliate thereof, acknowledges and represents that, as defined and described in Section 287.133, Florida Statutes (1997), persons or affiliates placed on the convicted vendor list following a conviction for a public entity crime may not be awarded or perform the work under this Agreement and that either the undersigned, the Provider, nor any affiliate thereof had been placed on the above-reference convicted vendor list within 36 months prior to the effective date of this Agreement.
The Division agrees to pay for contracted services, in amount not to exceed the Contract Amount as stated in the Contract, subject to the availability of funds. The State of Florida’s performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Legislature. Provider shall not be paid under this Agreement for any goods or services for which it is paid under any other contract or from any other source. Division shall not be obligated to pay any amount for expenses, services rendered, or goods provided prior to the Effective Date of this Agreement.
This Division and the Provider agree:
1. In the event Provider breaches its obligation under this Agreement, Division shall be entitled to exercise any and all remedies available or provided under Florida law.
2. Failure of Division to declare any breach of this Agreement, or delay in taking any action concerning such breach, shall not waive the breach. No waiver of any part of this Agreement by Division can imply a waiver by Division of any other part of this Agreement.
3. This Agreement shall be governed by and construed in accordance with Florida law. Caption headings are inserted for convenience only and shall be ignored in interpreting the provisions of this Agreement.
4. In performing its obligations hereunder, Provider is an independent contractor and not an employee of Division.

IN WITNESS WHEREOF, the parties hereto executed this Contract on the dates stated below.

THE PROVIDER STATE OF FLORIDA

DEPARTMENT OF EDUCATION

DIVISION OF BLIND SERVICES

Signature ______________________ Signature ______________________

Printed Name ______________________ Printed Name S. Craig Kiser___________

Title ______________________ Title Division Director_________

Date ______________________ Date _______________________

Federal I.D. # ______________________

Exhibit II.03
ATTESTATION OF NO CONFLICT OF INTEREST

Individuals taking part in the development or selection of criteria for evaluation, the evaluation process and the award process shall attest in writing that they are independent of and have no conflict of interest in the entities evaluated and selected, in accordance with § 287.057(20), Florida Statutes.

The undersigned individual(s) hereby attest that he/she/they are independent of the procurement represented on Contract/Grant no. _______ and that he/she/they have no conflict of or interest in, the entity evaluated and selected.

_______________________

Contractor’s Name

_______________________

Address

_______________________

City, State & Zip Code

____________________________	_____________
Contract Manager’s Signature	Date
____________________________	_____________
Contract Administrator’s Signature	Date

____________________________	_____________
Director’s Signature	Date

Exhibit III.01
Sample Letters

Sample Letter to Contributors

This is to acknowledge receipt of your check # dated , in the amount of (add amount) in memory or honor of (add name). Your generosity in making this contribution is quite admirable, and welcomed. As you know, state agencies are somewhat constrained in scope of services provided to citizenry by limited funding and fluctuations in annual budgetary allocations. Supplemental funds donated by concerned groups and individuals such as yourselves make it possible for the Division of Blind Services to address the needs of blind and visually impaired individuals that may otherwise go unattended.1

Very Truly,

S. Craig Kiser

Director

SCK/ss

Section from the Florida Statute that appears at the bottom of the thank you letter to the contributor to be used for tax purposes:

Section 413.011(1) (j), Florida Statutes, permits the Division to receive donations (money or property) by gift or bequest. Such donations cannot bind the State to any policy not authorized by law but can be used for the purposes set forth in Chapter 413.011, Florida Statutes. In accordance to the federal government for your gift or bequest to the Division, you or your organization may wish to consider that the State of Florida, Department of Education, Division of Blind Services is a qualified organization for purposes of charitable donations. If you have any questions regarding this matter please contact the Internal Revenue Service or a qualified tax professional.

Sample letter to families if an address is given

The Division of Blind Services has received a contribution from (name) of (provide details) in memory or honor of (add name). I am sure it is gratifying to you to know that because of their thoughtfulness we will be able to give added services to blind citizens of Florida.

Please be assured we have acknowledged the contributor.

Very truly,

S. Craig Kiser

Director

SCK/ss

Exhibit IV.01
Invoice Requirements

1. The following requirements apply to all invoices submitted for payment.

2. An invoice submitted for payment of expenditure must be a legible copy. The original invoice is maintained by the agency. If an agency is filing a copy of the invoice as its original, it must contain the statement "original invoice not available, agency records show that this obligation has not been previously paid" with the signature of the person certifying the statement. Thermofax copies, because of their temporary nature, shall not be filed as the original at the agency. It should be copied on a standard photocopy machine.

3. Invoices for commodities must clearly reflect a description of the item or items, number of units and cost per unit. Numerical code descriptions alone will not be accepted.

4. Invoices for contractual services must also clearly reflect the services/deliverables that were provided. Invoices for fixed unit rate contracts must show the number of units and cost per unit. Invoices for contracts paid out on a reimbursement basis or a fixed rate for a specific time period, e.g. quarterly, monthly, etc., must be supported by documentation, such as a Progress Report (Exhibit IV.02), which clearly reflects the services/deliverables provided during the invoice period. No balances for prior purchases will be paid unless supported by an invoice. A statement will not be paid unless it can be clearly shown that the vendor intended it to be used as an invoice.

5. All invoices shall be in accordance with Section 215.422, F.S., and the rules set forth in Rule 3A-24, F.A.C.

6. Invoices that are split payments require information showing the distribution of charges between funds for such invoice and a cross-reference of the statewide document numbers for all related vouchers.

7. Invoices and other supporting documentation included in a voucher must be grouped by vendor and arranged in the same order as the vendors listed on the voucher schedule. If the voucher includes multiple invoices from the same vendor, the voucher must include a calculator tape or other evidence showing that the total of the invoices is equal to the amount shown on the voucher schedule.

8. Acronyms and non-standard abbreviations for programs or organizational units within an agency should not be used in the supporting documentation unless an explanation is also included.

9. All purchases made by check must include a copy of the canceled check.

10. Procurement requirements shall be consistent with Chapter 287.057 of the Florida Statutes. The following price quote guidelines are required for commodity purchases:

Purchases under $2,499 require one quote.
Purchases ranging from $2,500 - $14,999 require two quotes.
Purchases ranging from $15,000-$24,999 require three written quotes.

Exhibit IV.02
PROGRESS REPORT INSTRUCTIONS:

DELIVERABLES

Provide a one page report which explains how you met the deliverables for this time period according to the contractual agreement. Include dates, names of participants, locations accomplishments, services, prepared materials, etc.

INVOICE INSTRUCTIONS

Carefully review the descriptions of the reporting categories found below.
Attach proper justification (see Attachment A for definitions of proper justification) to the report form. Label each amount listed on backup documentation with the corresponding reporting category number.
Please review Chapter 287.057 of the Florida Statutes to verify that procurement requirements have been adhered to. See (10) Attachment A.
Total the amounts for each category and list them on the report form below.
Put the total of all the categories in beside "Current Amount Requested".
In the "Previous Total Requested" section, put the amount that was used for the last month’s "Total Requested To Date".
Total the "Current Amount Requested" and the "Previous Total Requested" and enter that figure beside "Total Requested To Date".
The "Other" reporting category is only to be used when there is absolutely no other way to label a purchase. Please do not overuse this section.

Please be sure to label each amount listed on backup documentation with the corresponding reporting category so that the justification attached is easily totaled to the "Total Requested To Date" amount.

DESCRIPTIONS:

11 Salary and Wages, Salaries – Training: Compensation, includes training, with all necessary deductions, for services of officers and employees filling established positions.

12 Personal Services – Other: Compensation for services provided by a person not filling an established position but working in an employer-employee relationship.

13 Personal Services – Independent Contractors: Payment for services rendered by persons or firms who are independent contractors and are not in an employer-employee relationship. Payment amounts are reported on Form 1099-MISC.on Form 1099-MISC.

15 Employer Contributions: Employer contributions toward retirement and FICA.

16 Insurance Contributions: Insurance contributions that includes payments to the Division of Risk Management and the Agency for Workforce Innovation.

22 Communication and Freight: Includes all charges related to the following classifications: telephone, cellular telephone, pager, information technology comm, overnight and next day delivery, freight, customer and/or constituent communications, other communications and freight.

23 Printing and Reproduction: Includes printing and reproduction, related composition and binding operations performed by commercial printers, other state agencies, units of the same agency (on a reimbursable basis). Examples: books, bulletins, leaflets, pamphlets, Photostatting, blueprinting and photography.

24 Repairs and Maintenance: Includes parts for vehicles and equipment, repairs and minor alterations to buildings , vehicles, equipment, roads, walks and like items; also maintenance service agreements on equipment.

25 Care and Subsistence: Includes payments made to or on behalf of those persons for whom the state has responsibility through its various programs.

26 Travel: Includes registration fees when travel required/incurred (otherwise use 461800) and payments for mileage, per diem (may or may not be authorized), authorized allowances, and other expenses incidental to travel which are authorized by law.

27 Utilities: Includes charges for heat, light, gas, electric utilities and refuse collection services.

31 Bedding and Other Textiles: Includes all items of clothing, together with materials and sewing supplies used in the manufacture of wearing apparel.

32 Building and Construction Materials: Includes materials and supplies for the construction or repair of buildings, roads, and bridges, such as lumber, cement, brick, asphalt, nails and roofing.

34 Educational, Medical and Agricultural Supplies: Includes classroom and laboratory supplies for instructional purposes, research supplies, examination supplies, medicines and hospital supplies, maps, charts, seed, fertilizers, forage, stable supplies and educational, medical and agricultural personal property costing less than $1000 and books costing less than the applicable amount in 216.011(1)(v), Florida Statutes.

35 Food Products: Includes food and beverages for human consumption.

36 Building Maintenance and Heating Supplies: Includes janitorial and household supplies,

minor tools, parts and fittings, and fuels used for cooking, heating and generating power.

37 Motor Fuels and Lubricants: Includes gasoline, diesel oil, motor oil, greases, clutch and brake fluids, and like items.

38 Office Supplies- Consumable: Includes stationery, envelopes, paper, pencils, notebooks, calendar pads, standard forms, file folders and guides, ink cartridges, etc.

39 Other Materials and Supplies: Includes materials, supplies and personal property costing less than $1000 and hardback-covered bound books costing less than $250.

42 Pensions and Benefits: Includes all pensions and retirement benefits, relief acts, unemployment compensation benefits and worker's compensation benefits.

43 Rental of Building and Land: Includes rental of buildings, offices, conference rooms, residences and land

44 Rental of Equipment: Includes rental of such items as Information Technology equipment,

office equipment and vehicles when not rented in conjunction with travel.

51 Tangible Personal Property: Equipment, fixtures and other tangible personal property of a non-consumable and non-expendable nature the value or cost of which is $1000 or more and the normal expected life of which is one year or more, and hardback-covered bound books that are circulated to students or the general public, the value or cost of which is $25 or more, and hardback-covered bound books, the value or cost of which is $250 or more.

56 Real Property: Includes equipment permanently affixed thereto.

79 Other: Includes anything not listed above.

DATE:___________CONTRACT NUMBER: _________AWARD AMOUNT RECEIVED: ________________

APPLICANT NAME:_____________________________________________

ADDRESS: _________________________________

___________________________________________

CONTACT PERSON:_____________________ E-MAIL: _________________________

TELEPHONE:______________________________ FAX:

BI-MONTHLY REPORT DATE: FROM: TO:

REIMBURSEMENT DOCUMENTATION ATTACHED: (Attach 3 quotes if materials/equipment over $2500)

11 Salary and Wages, Salaries – Training: $

12 Personal Services – Other $

13 Personal Services – Independent Contractors $

15 Employer Contributions $

16 Insurance Contributions $

22 Communication and Freight $

23 Printing and Reproduction $

24 Repairs and Maintenance $

25 Care and Subsistence $

26 Travel $

27 Utilities $

31 Bedding and Other Textiles $

32 Building and Construction Materials $

34 Educational, Medical and Agricultural Supplies $

35 Food Products $

36 Building Maintenance and Heating Supplies $

37 Motor Fuels and Lubricants $

38 Office Supplies- Consumable $

39 Other Materials and Supplies $

42 Pensions and Benefits $

43 Rental of Building and Land $

44 Rental of Equipment $

51 Tangible Personal Property $

56 Real Property $

79 Other $

CURRENT AMOUNT REQUESTED: $

PREVIOUS TOTAL REQUESTED: $

TOTAL REQUESTED TO DATE: $

*IF FUNDS ARE REQUESTED IN ADVANCE, PLEASE ATTACH JUSTIFICATION

Approved by: ________________________________ ______________________

Director, Division of Blind Services Date

Exhibit IV.03

TRANSMITTAL SHEET

DATE:

TO: Paula Morris, 924 TUR

FROM: Sharon Scurry

ATTACHED FOR YOU TO: REVIEW

APPROVE

PROCESS

INFORMATION

WRITE CHECK

PLEASE RETURN: NEED DATE:

REASON OR DOCUMENTS INCLUDED:

___________________________________________

AMOUNT REQUESTED: $______________________

MAKE CHECK PAYABLE TO:

____________________________________________

APPROVED BY: _________________ Director, Division of Blind Services

PREPARED BY: __________________Assistant to the Director

Paid by:

Voucher Check #_____________

Total Received to Date: $__________

Exhibit V.01 DIRECTOR’S GIFTS AND DONATIONS FUND TRANSFER REQUEST FORM

Please transfer the following amount from the Gifts and Donations

Money Market account into the ___________________________________

Purpose:

Chief, Bureau of Operations and Date

Compliance

______________________________ _________________________

Director, Division of Blind Services Date

Top

General Info

Gifts and Donatations Manual

Table of Contents

INTRODUCTION

Section I GRANT REQUEST PROCEDURES

Application Process

Grant Eligibility

Types of Grants

Criteria

Projects and Programs Contract

Personal Services Contract

Cash Advances

Grant Review Process

DBS Committee Review

Direct Service Organization (DSO) Review

Director, Division of Blind Services

Section II GRANT AWARD PROCEDURES

Grant Approval

Contract Monitoring

Disbursements to Grantee

Section III PROCEDURES FOR COLLECTING AND RECORDING MONEYS RECEIVED FROM DONATIONS, REFUNDS AND INVESTMENTS

Donations

Refund Checks

Recording of Checks

Investments

Section IV PROCEDURES FOR DISBURSEMENTS

Invoice Requirements

Invoice Processing

Section V ACCOUNTING PROCEDURES

Transfer of Funds

Accounting Administration

Documentation Requirements

Reconciliation of the Money Market Account

Auditing

EXHIBITS

Exhibit I.01 GRANT REQUEST APPLICATION DIVISION OF BLIND SERVICES GIFTS AND DONATIONS PROGRAM

Exhibit I.02 GIFTS AND DONATIONS PROGRAM DIVISION OF BLIND SERVICES COMMITTEE

Exhibit II.01 - Letter

Exhibit II.02 - Contract Example

Exhibit II.03 ATTESTATION OF NO CONFLICT OF INTEREST

Exhibit III.01Sample Letters

Sample Letter to Contributors

Sample letter to families if an address is given

Exhibit IV.01 Invoice Requirements

Exhibit IV.02 PROGRESS REPORT INSTRUCTIONS:

DELIVERABLES

INVOICE INSTRUCTIONS

DESCRIPTIONS:

Exhibit V.01 DIRECTOR’S GIFTS AND DONATIONS FUND TRANSFER REQUEST FORM

Section I
GRANT REQUEST PROCEDURES

Section II
GRANT AWARD PROCEDURES

Section III
PROCEDURES FOR COLLECTING AND RECORDING MONEYS RECEIVED FROM DONATIONS, REFUNDS AND INVESTMENTS

Section IV
PROCEDURES FOR DISBURSEMENTS

Section V
ACCOUNTING PROCEDURES

Exhibit I.01
GRANT REQUEST APPLICATION
DIVISION OF BLIND SERVICES
GIFTS AND DONATIONS PROGRAM

Exhibit I.02
GIFTS AND DONATIONS PROGRAM
DIVISION OF BLIND SERVICES
COMMITTEE

Exhibit II.03
ATTESTATION OF NO CONFLICT OF INTEREST

Exhibit III.01
Sample Letters

Exhibit IV.01
Invoice Requirements

Exhibit IV.02
PROGRESS REPORT INSTRUCTIONS: