Overview of Title I Fiscal

1
Overview of Title I - Fiscal

• Terri Proctor, Administrative Technician, DFP
• Alicia Lee, Administrative Technician, DFP
• Tracy Rodriguez, Administrative Technician, DFP
• Kelly Iorfida, Administrative Technician, DFP
• Yvonne Cobb, Administrative Technician, DFP

2
Topics to be discussed

• Amendments
• Reservation of Funds (ROF)
• Selection of Schools (SOS)
• Budget sections
• Nonpublic Involvement
• Final Expenditure Reports (FERs)
• Accounting Requirements

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Amendments
4
Amendments

• Reasons for Amendments
• Final Allocations from USDE
• Adjustment for Charter School Students
• New Programs added to Consolidated App.
• LEAs are notified via PennLink

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LEAs Contact for PennLinks

• To update this information contact
• Bunne Heimbach
• bheimbach_at_state.pa.us
• It is very important this info be accurate

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Amendments

• DFP will notify LEA with
• Program name project number thats being
  amended
• Amount of the amendment
• DFP Technicians will
• Create the amendment (update the amount)
• Put the consolidated application and program
  back to
• IN PROCESS status to allow editing by the
  LEA

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Amendments and Nonpublic Sign-Off

• Anytime there is a change to LEAs Title
  I allocation
• - whether increase or decrease -
• LEA MUST share this info with Nonpublics
• AND get Nonpublic Sign off again

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Upward Amendment - LEA Action

• Go into the amended project(s) in eGrants
• Go through each section of project (ROF, SOS,
  Nonpublic Budget - in the order they appear)
  and update any necessary amounts/info
• Update narrative, if necessary - (if new program
  added)

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Upward Amendment - LEA Action

• Submit project consolidated application in
  eGrants
• Print out amended rider
• Have Superintendent sign it
• Mail to DFP for processing

10
Downward Amendment LEA Action

• Repeat same steps as upward amendment, through
  and including the electronic submission on
  eGrants.
• Notify DFP that amendment has been submitted so
  DFP can complete processing.
• Superintendent does not need to sign LEA does
  not have to mail hard copy to DFP.

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Transferability
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Transferability of Funds

• An LEA may transfer up to 50 of the formula
  funds allocated under any of the following
  programs
• Title II, A
• Title II, D
• Title V  
• Title IV
• LEAs may transfer into Title I but not out of
  Title I

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Transferability of Funds

• If in School Improvement
• - LEA may transfer up to 30
• If in Corrective Action
• - LEA may not transfer any funds
• Transferred funds are subject to the district set
  asides

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Title I Project Menu
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Title I, Improving Basic Programs Project Menu
A checkmark will appear in front of each section
after it has been completed.

• Carryover Section

Authorized Signoff
Contact Information

• Neglected Institution List

• Neglected Institution Narrative

View Project
Very Important Each section must be
completed in the order they appear on the screen.
Reservation of Funds
Selection of Schools - Detail
Nonpublic Involvement
Budget
Budget Descriptions
Budget Equipments
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Carryover
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Carryover Section

• General Budget
• Approved Indirect Cost / Operational Rate 0.0233
  
• Indirect Cost 2,263
• Max Indirect Cost 28,575

Maximum carryover Rate 15
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Carryover

• 15 Limit on Carryover of Title I Funds
• - 15 Limit Does Not Apply to LEAs
  Receiving Less Than 50,000
• If Over 15 LEA may request a Waiver from DFP
• - once every 3 years
• - Written request stating amount, reasons
  for excessive carryover and steps to ensure no
  excess the following year must be submitted to
  DFP
• All Other Programs - No Limit on Percentage of
  Carryover

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Indirect Cost

• Costs associated with implementing programs -
  that are not reflected in the program budgets -
  may be reimbursed through Indirect Cost (I.C.)
• LEAs may apply for I.C. each year
• - Via Annual Financial Report
• I.C. Schedule (page 91)
• - Approved by Comptrollers Office

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Indirect Cost

• LEA will receive I.C. rate in writing in Spring
  of each year
• Expenditures CANNOT be budgeted for I.C. if LEA
  does not have an approved rate

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• Reservation of Funds

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Reservation of Funds (ROF)

• Title I funds may be Reserved before monies
  are distributed among districts school
  buildings
• Required Set Asides
• Optional Set Asides

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Reservation of Funds

• REQUIRED SET ASIDES
• Parental Involvement - 1 of Title I allocation
  if OVER 500,000
• Neglected Allocation if applicable
• Non-Highly Qualified Teachers 5 of Title I
  allocation if any teachers in district are not
  highly qualified
• Homeless - mandatory set aside for students
  attending Non-Title I Schools - (no minimum or
  maximum)
• School Improvement

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Required Set Asides for School Improvement

• School Choice
• - if in School Improvement 1 and above
• - minimum set aside of 5 maximum of 20
• - to provide transportation to school of
  choice (within district)
• Supplemental Education Services (SES)
• - if in School Improvement 2 and above
• - minimum set aside of 5 maximum of 20
  (combined w/ School Choice)
• - to provide SES to low-income students

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Required Set Asides for School Improvement

• LEA Improvement
• - if in District Improvement LEA must
  set aside 10 of Title I for Professional
  Development
• Schools in Improvement
• - if in School Improvement 10 of school
  buildings Title I allocation must be set aside
  for Professional Development
• These funds may come from other sources such
  as State Local, Title II, A Title V, etc.

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Reservation of Funds

• OPTIONAL SET ASIDES
• Audit
• Community Day Programs
• Indirect Costs
• Operations Maintenance
• District-wide Professional Development
• Pupil Transportation
• Pre-school Programs
• Program Evaluation
• Salary Fringe Benefit Differentials
• Summer and Intersession Programs
• State Federal Liaison

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• Selection of Schools

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Selection Of Schools

• 4 sections to complete
• Section B - Identification of Low Income
• School Building Information Grade span, of
  students, etc.
• Section C School Ranking Info
• Title I Participants - Title I Participants
  Staff

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Selection of Schools

• Section B Identification of Low Income Students
• Indicate which data was used to identify Low
  Income Students
• TANF
• Free and Reduced Lunch
• Census Poor
• Medicaid
• Combination of the above measures
• Feeder Pattern

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Selection of Schools

• Section B Identification of Low Income
  Students
• Indicate which data was used to determine
  Building Eligibility
• Attendance Area Data public plus nonpublic
  students that reside in LEA attendance area
• Enrollment Area public students only that
  are enrolled in LEA
• The same data source must be used consistently
  across LEA

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Selection Of Schools

• School Building Information
• Grade Span
• Category
• Number of Students
• Public
• Non-Public

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Selection of Schools

• Select method LEA chose to use for School Ranking
  and Target Area
• Automatic Method
• Manual Method
• Note Automatic Method is recommended.
• Manual Method requires manual
  verification by PDE staff of all data submitted
  in this section.

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Allocations to Schools

• Based on percentage of low income children
• LEAs are not required to allocate the same PPA
  to each school
• Must allocate a higher PPA to schools with higher
  concentration of poverty

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Selection of Schools Section C

• Determine the Per Pupil Allocation (PPA)
• Available Funds Divided by of Low Income
  Students
• Available Funds
• From ROF Worksheet (Title I allocation
  minus ROF set asides)

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Selection of Schools Section C

• Number of Low Income Students
• Buildings your district will be serving
• From School Building Information section
• Please Note The PPA you get will only serve
  as a starting point

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Selection of Schools

• If serving one or more buildings BELOW 35 Low
  Income
• 125 of average per pupil amount to every low
  income child.
• Last building served may receive less than
  minimum if funds meet needs of students.

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Selection of Schools

• Determining Eligible Buildings
• 75 low income
• Standard Eligibility Rules
• District Average
• Grade Span Average
• 35 Rule

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• Special Rule/Exceptions
• Exempt from Building Eligibility
• Enrollment less than 1000 OR
• Single attendance area
• Grandfather Clause
• ED FLEX Waivers

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Procedure(s) used to select eligible schools

• age by District (50.73)
• age by Grade Span - Use Grade Average (53.51 for
  Elementary, 53.36 for Middle, 43.55 for High)
• age by Grade Span - Use District Average (50.73)
  
• 35 Rule

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District Average

• District Average and above are eligible for Title
  I.
• Ex. District Average is 37, then all schools 37
  and above are eligible.
• Using Grade Spans
• More Flexibility

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35 Rule

• All schools that are 35 or higher are eligible
  for Title I, regardless of grade span.
• Rank Order

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Skipping an Eligible School

• The school meets comparability requirements
• Receiving supplemental funding
• Equal to or exceeds funds from Title I

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Selection of Schools - Section C

• Available Funds - - - - - - - - - - - - - -
  326,703.00 -
  this is the amount from ROF page
• Amount submitted last update -
  326,700.00
• Amount Remaining - - - - - - - - - - - - - - -
  - 3.00
• Amount Remaining MUST be Below 100
• Amount Remaining Cannot be a negative amount
• LEA must adjust PPA if Amount Remaining is
  above 100 or in the negative

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Selection of Schools Section C

• School Ranking page continued
• Nonpublic Shares
• Total Nonpublic share
• Nonpublic share of Professional Development
• Nonpublic share of Parent Involvement
• Nonpublic share of Summer School

45
Title I Participants Staff
Selection of Schools

• Building Name
• Public and Non-public Students
• Neglected Students
• FTE Staff

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• Nonpublic Involvement

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Title I NonPublic Menu

• LEA Action
• - Identify your Non Public Schools
• - Complete Nonpublic Selection of Schools
  section
• - Contact Nonpublic Representative to sign off
• If LEA is not serving any nonpublic
  schools simply click on the link to mark the
  section complete.

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Identify Non Public Schools

• 1st) LEA must first choose nonpublic
  organization
• Example Diocese of Harrisburg
• 2nd) LEA must then choose nonpublic school
  buildings they will serve
• 2 ways to do this
• - Name Search
• - Zip Code (first 2 digits)

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Complete Nonpublic Selection of Schools

• Enter nonpublic school info in SOS section
• - Number of economically disadvantaged students
• - Number of Title I participants
• - Type of Contracted Service to be provided
• - Location services will take place
• - Type of Instructional Service to be provided

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Nonpublic Selection of Schools
51
Nonpublic Assurances

• Per Pupil Allocation (PPA) Assurance
• Nonpublic officials must read and mark Yes or No
• - Same PPA on budget was used to determine
  allocation for public and nonpublic services?
• - LEA Nonpublic Representative discussed
  set-aside and determined equitable share for
  nonpublic services for
• - Parent Involvement
• - Professional Development
• - Summer School

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Nonpublic Narrative
53
Title I NonPublic Menu
Here is a list of the Non Public Organizations
that you have selected.
54

• Budget

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Budget Sections

• 3 Components to Complete
• Must hit Save and Continue at bottom of each
  screen
• Do Not hit your Back button you could lose your
  data you entered

Budget
Budget Descriptions
Budget Equipments
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Budget 3 Sections/Screens to go through
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Program Cost Descriptions
58
Budget Equipments
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• Budget Revisions

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Budget Revisions
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Budget Revisions

• Two reasons for Budget Revisions

• 20 Variance Rule
• Equipment Changes

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Budget Revisions

• LEAs Consolidated Application must be in
  Approved Status in order to do a budget
  revision
• We suggest LEAs wait to do budget revisions until
  just before they do the projects Final
  Expenditure Report

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• REPORTS
• Quarterly Reports
• Final Expenditure Reports (FERs)

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Quarterly Reports

• Due Dates
• - The 10th working day of January / April /
  July / October
• Completed on Financial Accounting Information
  System (FAI) or Web Portal
• Comptrollers Office
• Processed by Comps Office not DFP

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Quarterly Reports

• Contact
• Kathy Lore
• Comptrollers Office
• klore_at_state.pa.us
• [phone]

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Final Expenditure Report Menu Page
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Final Expenditure Reports (FERs)

• FER Instruction Guide
• - Located on PDE Website and eGrants Main
  Menu page
• Web Portal
• - Contains project info needed to complete
  FER

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Final Expenditure Reports

• Due Dates 30 days after end of project period
  or after money is spent
• Carryover project end date is extended an
  additional year

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Final Expenditure Reports

• Online submissions
• Mandatory starting 2006-2007
• For projects completed in eGrants system
• Hard copy submissions
• Only for projects completed in paper form
• FER forms and instruction guide are
  located on DFP website at
• www.pde.state.pa.us/PreK-12 tab/Federal
  Programs/General Info

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Accounting Requirements

• All Programs

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Program Records

• All records must be retained
• For the current year plus previous six years
• Until any pending audits have been completed
• Until all findings and recommendations from
  audits have been resolved

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Program Records

• These records would include
• Student identification and selection worksheets,
• Annual applications,
• Financial reports,
• Assessment/performance reports,
• Local Title I Plans and their amendments,
• Self-review,
• Quality Program Review data,
• Reports, etc.

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Inventory Control

• All equipment must be tracked and inventoried
• Inventory must be current and available for
  review
• LEAs must conduct an annual physical inventory
• A control system must be developed to ensure
  adequate safeguards to prevent
• Loss
• Damage
• Theft
• Adequate maintenance procedures must be developed
  to keep the property in good condition

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Equipment Definition

• Equipment tangible, nonexpendable, personal
  property having a useful life of more than one
  year and/or an acquisition cost of more then
  1,500
• Small and Attractive met the physical
  definition of equipment but cost between 300 -
  1,499

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Equipment

• An LEA may purchase or lease equipment with NCLB
  funds if
• it is reasonable and necessary to operate its
  federal program effectively,
• existing equipment will not be sufficient and
• the costs are reasonable

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Equipment and Other Programs

• Equipment purchased with NCLB funds may be made
  available to other educational programs or
  projects providing it does not
• interfere with its use for the NCLB program
• significantly shorten the equipments useful life

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Disposition of Equipment

• Items of equipment with an acquisition cost with
  less then 5,000 which is no longer effective may
  be
• Retained
• Sold
• Purged
• With no further obligation from the LEA.

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Disposition of Equipment

• Items of equipment with a fair market value in
  excess of 5,000 which is no longer effective may
  be retained or sold and the awarding agency shall
  have a right to an amount calculated by
  multiplying the current market value or proceeds
  from sale by the awarding agencys share of the
  equipment.

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Obligation of Funds

• May begin on start date indicated in LEAs
  Substantially or Final Approved Letter signed by
  the Division Chief.
• Start date will normally be when application was
  received by DFP or the date it was signed by
  Superintendent - whichever is later.
• All applications received prior to July 1st will
  receive a July 1st start date.
• No obligation of funds may be made prior to the
  approval date.

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Payment Schedule

• Funds will be electronically transferred via FAI
  (Financial Accounting Information) system.
• First payment will be upon Comptrollers approval
  of the Consolidated Application.
• Payments are calculated based on the start date.
• First payment may include additional months.

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Contact Information

• Terri Proctor 717-787-7135 tproctor_at_state.pa.us
• Alicia Lee 717-783-6901 alee_at_state.pa.us
• Tracy Rodriguez 717-787-7117 trodriguez_at_state.pa.
  us
• Kelly Iorfida 717-783-6543 kiorfida_at_state.pa.us
• Yvonne Cobb 717-783-6907 ycobb_at_state.pa.us

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Resources

•  
• Title I Laws (No Child Left Behind Act)
  www.ed.gov/legislation/ESEA02/index.html
• 2. OMB Circular A-87, Attachment B
• www.whitehouse.gov/omb/circulars/a087/a087_200
  4.pdf
•  
• 3. EDGAR
• http//www.ed.gov/policy/fund/reg/edgarReg/edg
  ar.html
•  
• 4. Compliance Supplement
• http//www.whitehouse.gov/omb/circulars/a133_compl
  iance/04/04toc.html

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• Questions