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Budget and Financial Guidelines
Personnel Rules
Personnel Rules
Salaries budgeted for personnel must be accompanied by a budgeted amount for benefits even if that amount is “0.” Full Time Equivalent (FTE) or hours must be designated for each individual or category of individuals. A 1.0 FTE is viewed as the equivalent of 40 hours/week, whether the individual is contracted to work the full calendar year or the school calendar year. Hours budgeted must equal the total hours of expected work per year. In programs that braid or blend GSRP funding with children who are supported from other sources, budget only the prorated time staff spends with GSRP enrolled children.
ISDs and Subrecipients must include personnel last names in their budget detail descriptions and FERs for monitoring and auditing purposes. This detail does not need to be included in NexSys.
If ISD staff are hired using an agency, any fee paid to the agency for the provision of staff is to be considered an administrative cost and is reported separately in Function Code 283.
Bonuses and Incentive Payments
Bonuses and incentive payments that exceed the contracted salary are allowable only for employees in the following circumstances:
Staff who are actively participating with the T.E.A.C.H. statewide scholarship program. A documented percentage or lump sum payment schedule must be established, based on hours worked, length of employment, etc., along with an implemented written policy/procedure to ensure consistency of these payments. Bonuses and incentive payments are subject to applicable income taxes.
A new hire bonus or incentive. This payment is specific and limited to new staff at the time of hire.
A referral bonus to current staff that recruit new hires to the program. The program should have a policy in place outlining the process for distributing a referral bonus.
Longevity payments provided to recognize returning staff. Payments must be included in the program’s personnel policies and contracted salary amount.
Enrollment incentives for staff responsible for the recruitment and enrollment of children. The program should have a policy in place outlining the process for distributing enrollment incentives.
As outlined in the employer’s benefit package offered to all staff hired at that entity, this includes longevity payments, child care discounts, and/or tuition reimbursement.
Other bonuses and incentive payments that exceed the contracted salary amount, regardless of being coded as a salary (17XX) or a benefit (2XXX) are not approvable expenses.