USBE fiscal monitors outline monitoring cycle and Utah Grants process for charter business managers

Jeff Wilcox, a presenter with the Utah State Board of Education special education fiscal monitoring team, opened the Charter Business Managers meeting by outlining the monitoring timetable and required preparatory steps for Local Education Agencies (LEAs).

Wilcox said LEAs will receive a notification letter before a monitoring visit and should be prepared to provide a detailed general ledger with function and object codes, payroll ledgers that show program and function coding, time‑and‑effort documentation, and any private‑school proportionate‑share or CEIS materials. He advised that files in Excel are easier for monitors to review but that the team will work with different local systems.

“We're all in the same boat together helping the kids,” Wilcox said, describing the monitors’ role as technical assistance as well as oversight. He directed attendees to the USBE grants pages and the Utah Grants portal, explaining where the monitoring tab, attachments area and history records are located and noting that monitors typically attach the monitoring letter and request supporting documentation through the portal.

Wilcox also emphasized that certain policies — including time‑and‑effort, procurement and travel — must be in the LEA’s own policies and be board‑approved rather than only citing USBE policies. He said monitors will check that the LEA’s written policies align with actual practices and that relevant policies be publicly available as required by state rules.

The presentation closed with an administrative reminder about an upcoming spring finance training (tentatively April 18) and an offer for attendees to send suggested topics to the organizers. Monitors left contact information for follow‑up technical assistance.

The meeting was held virtually; monitors said follow‑up letters and final review letters will be provided after visits.