Perkins Documents

• 2022-23 Perkins Mountainland Consortium Local Application (Approved by USBE) (Submitted to and Approved by USBE)
• 2023-24  Approved UVU CTE Master Course List

Perkins Forms

• CTE Perkins Summary of Inventory Equipment Form
• CTE Perkins Surplus Form
• Accountability Report
• 2024-25 Internal UVU Perkins Application

Inventory Accountability and Responsibility:

 Perkins requires that all items purchased with Perkins funds be inventoried and tagged with UVU and CTE property labels. Perkins Project Leads are accountable and responsible for submitting the CTE Perkins Summary of Inventory Equipment Form to the CTE Office within 10 days of receiving equipment.

Surplus Inventory:

Perkins Project Leads are accountable and responsible for submitting the CTE Perkins Surplus Form, to the CTE office within 10 days before disposal of equipment from your department.

Summary of Inventory Equipment:

The CTE Perkins Summary of Inventory Equipment is a listing of all equipment that was purchased with Perkins funds for each participant’s index. Participant will need to sign and return this summary to the CTE Office; this signed document will verify that the listed equipment was received. The Career and Technical Education Office will send the Perkins participant the CTE Perkins Summary of Inventory Equipment when their Perkins project(s) is closed.

Inventory and Surplus Forms

 Both the CTE Perkins Summary of Inventory Equipment and CTE Perkins Surplus Forms will need to have the following information:

• Equipment Description
• Model Number or Make of Item
• Serial Number
• UVU Inventory Number
• Perkins Index
• Perkins Project Name
• Responsible Person
• Department
• Location Room Number
• Requisition Number
• Purchase Order Number
• Invoice Number
• Quantity
• Purchase Price

1. Purchases need to be made using the Perkins index given for the project. (One exception: If the purchase is made on a ProCard, the CTE office must receive a receipt before any funds are transferred to the department’s index.)
2. Purchases made through a requisition should not include small inexpensive items. (Those items should be purchased with departmental funds.)
3. When purchases are made with a requisition, the CTE office must receive a copy of the requisition, the purchase order and the invoice.
4. For travel arrangements, the CTE office needs a copy of the flight information, any membership or conference receipts, a copy of the travel authorization, the travel reimbursement form, and any accompanying receipts.
5. When items are received, don’t forget to call the PO number into the warehouse and let the CTE office know the date when you called.
6. Purchases over $5,000.00 must be handled through the institution’s bid process.
7. If purchases are made by giving a campus entity the index number (i.e. dining services, bookstore, etc.), the CTE needs documentation of that expenditure.
8. Paperwork copies of expenditures need to be given to the CTE office in a timely manner. (The project will not be considered closed until all paperwork has been submitted.)

Helpful Purchasing Links

• UVU Purchasing Methods
• UVU Purchasing Forms
• UVU Travel Requirements
• UVU Policies and Procedures

*All purchases are subject to UVU policies and procedures.

Year End Accountability Report: Per the CTE Carl D. Perkins IV Grant Guidelines and Procedures, the Final Report (End of Year Report) is due in March on the designated date (refer to Perkins calendar located on the CTE web site) for the current year. Refer to the Appropriate Uses of Perkins funds when completing the report. The End of Year Report and Appropriate Uses can be downloaded from the CTE web site.

Procurement: The purpose of procurement standards are designed to ensure appropriate expenditures and empower managers to make good spending decisions and be responsible stewards of University funds. The CTE Office requires that materials and services are obtained in an effective manner and in compliance with the provision of applicable Federal statutes and executive orders.

Financial Management and Accountability: Recipients of Perkins funding are responsible for following the UVU Finance and Procurement Manual, UVU Travel Policies and Procedures and UVU Human Resource procedures for personnel. As a state institution of higher education, Utah Valley University must ensure that all university funds are used only to support appropriate university business. When the expenditure is funded by a Federal Grant, the use of the funds will be governed by the most restrictive conditions of the grant or university policy.

1. Any adjustments on the approved budget require the Perkins Director’s prior approval. However, awarded contracts allow for a 10% below/above discrepancy of the awarded amount. If a project exceeds 10% of the original awarded amount, a revised Perkins Award Allocation will be created and emailed to the project lead.
2. A requisition and purchase order is required for all purchases.
3. Prior approval from the CTE Office is needed if a Department’s Pro Card and/or Index are used.
4. Violations of procedures may result in the loss of funding or repayment of funds by the recipient in violation. The following constitutes a violation:
   • Final report not submitted
   • Late reporting
   • Overspending
   • Supplanting
   • Inappropriate use of funds
   • Not obtaining approval and/or signatures for reimbursements, travel authorizations, and/or expenditures, etc.
5. Unapproved expenditures and overspending of the award amount are the responsibility of the project lead. If this happens, the department is responsible for paying for those unauthorized expenditures. Deficits may also result in the disqualification of the individual and/or department from applying for future funding. All Perkins accounts are monitored and reconciled by the CTE Office, and account documentation is utilized during state and federal audits.
6. Departments must retain copies of expenditure documentation, and all supporting source documents that are charged as a direct cost on the sponsored project, for a period of at least three (3) years following final closeout of the award and payment. All recipients are fully responsible for their own project index.