Louisiana Department of Education

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LASAFAP Spring Conference LDE Presentation

• Agenda
• eGMS Issues
• FY 06/07 Update
• FY 07/08 Update
• FY 08/09 Application Preparation
• Break 1000 1030
• FY 08/09 Federal Grants Update

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eGMS Issues
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Checking the Status of Your Application

• You can check the Review Summary to track your
  applications and amendments

Create Application Button
Create Amendment Button to view and add in
supplements
Review Summary Button to check the status
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Checking the Status of Your Application

• Here you can see exactly where your application
  is and whether or not it has been accepted or
  rejected by reviewers thus far.

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Removal of Expired Funds

• Expired funds will soon be removed from your eGMS
  budgets
• For IDEA and Preschool this will be 05/06 funds
  that expired 9/30/07
• For the Titles, this will be 04/05 funds that
  expired 9/30/07

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Removal of Expired Funds

• If you have a fund balance from these years you
  will see a reduction in your allocation and you
  will be over-budgeted on the affected pages
• You will need to reduce these budgets through an
  amendment

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FY 06/07 Update
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FY 06/07 Fund Balances

• Review of FY 06/07 Carryover balances based on
  9/30/07 PER
• Requests for Waivers will be going out to all
  LEAs that have exceeded the 15 cap in Title I
  and the 25 cap in Title IV
• We do not have a waiver from USDOE for FY 06/07,
  so this waiver will count towards your limit of
  one every three years.
• Everyone starts fresh this year - 1 for anyone
  making a request

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FY 06/07 Fund Balances

• Requests for Waivers under Title I should be sent
  to Bernell Cook with the Division of Education
  Improvement and Assistance
• Requests for Waivers under Title IV should be
  sent to Terri Byrd with the Division of School
  and Community Support

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FY 07/08 Update
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FY 07/08 eGrant Application Status

• 109 Applicants for the 2007-2008 Funding Year
• 73Approved Applications
• 20 Have Yet to Submit
• 16 Pending Approval

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FY 07/08 Allocations

• Final FY 07/08Allocations will be available at
  the end of March
• These are currently pending release of the 2/1/07
  SIS data
• You will need to revise your budgets to include
  these final supplements

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Budget Amendments for FY 07/08

• If you have an application or amendment pending
  at LDE when the supplements are loaded, one of
  two things will occur
• If the application is rejected for modifications,
  you will have to include the most current
  allocation amounts prior to resubmitting
• If the application is approved, you will have to
  create a new amendment to both view and budget
  the new allocation amounts
• You must submit an amendment with your revised
  allocations budgeted within 60 days in order to
  avoid an interruption in payments.
• The amendment does not have to be approved.

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Periodic Expense Reports

• 6/30 Periodic Expense Reports (PER)
• 6/30 PERs must be completed on all programs for
  year end close out and submitted by 7/15/08
• This report should reconcile your expenditures
  for the entire fiscal year
• This report determines your roll over amount
• The approval of your 6/30 PER triggers the roll
  over funds that will be released into your FY
  08/09 application budget

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FY 08/09 Application Preparation
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FY 08/09 eGMS Updates

• FY 2008/2009 eGMS Applications
• Applications inclusive of your tentative
  allocations will be available on April 1, 2008
• Applications will be due on or before June 1,
  2008

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FY 08/09 eGMS Updates

• FY 08/09 Tentative Allocations
• Projecting at 90 of FY 08 for Titles I, II and
  III along with IDEA Part B and IDEA Preschool
• We anticipate a decrease in Title IV funding and
  we are projecting that the tentatives will be at
  80 of the final FY 08 allocation
• Title V will not be funded in FY 08/09

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Tips for Budgeting in eGMS

• You may not supplant local or state funds with
  these federal dollars
• For IDEA, you may not supplant other federal
  funds either
• You may not both direct charge a cost and include
  it in your indirect cost pool
• You may not budget unallowable costs as set forth
  in Superintendent Pastoreks memo from August 27,
  2007
• Use the links in eGMS -
• Instructions
• NCLB IDEA statute and Guidance
• OMB Circular A-87
• Use the links to the Object Codes and Education
  Improvement Codes (EIC) to assist you in
  determining how to code appropriately

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Common Errors in eGMS

• Related Benefit coding should follow the coding
  of your salaries
• All Parental Involvement and Homeless costs
  should be coded to EIC 31
• EIC 23 is for Professional Development costs. PD
  travel, consultants fees, PD supplies, PD
  stipends and substitutes for teachers
  participating should be under this code

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Common Errors in eGMS

• All tuition costs for School Board personnel
  should be coded to Object Code 200
• Tuition and stipends for non public employees
  should be coded to Object Code 500
• Supply sufficient detail for supplies, travel and
  property
• Indirect Cost is not budgeted automatically the
  maximum amount is calculated and you have to
  enter the amount you choose to budget

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Common Errors in eGMS

• Title IV
• Student Incentives are not allowable under Title
  IV
• You may only implement research based programs
• Administrative Cap of 2
• Security Cap
• You may only budget up to 20 of your grant for
  security supplies and equipment
• You may budget up to 40 of your grant for
  security personnel and training
• You may not exceed 40 total and never over 20
  for supplies and equipment

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Program Specific Application Preparation
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Title I Intent and Purpose (SEC1001)

• Meeting Educational Needs of Low-Achieving
  Children
• Closing the Achievement Gap Between High and Low
  Achieving Children
• School, LEA, and State Accountability to Improve
  Academic Achievement of All Students Especially
  in Low Performing schools

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Title I Intent and Purpose (SEC1001)

• Distributing and Targeting Resources Sufficiently
  to Make a Difference to LEAs and Schools Where
  Needs are Greatest
• Providing Greater Flexibility to Schools and
  Teachers
• Involving Parents in the Education of their
  Children

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Factors for Prompt Approval

• Submit Before LDE Monitoring Begins
• Timely Addressing of Requested Modifications
• Clarity of Budget Details
• Strategy Planning Worksheet Evaluation Complete

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Factors for Prompt Approval

• Title IV Programs
• Title II V Program Specific Pages Complete
• Upcoming Adjustments

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Submission Before Monitoring

• September 2008 (Beginning of Monitoring Season)
• April 1st Live application (tentative
  allocations)
• June 1st Submission Due Date

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Addressing Modifications Timely

• Retrieve Checklist for all Reviewers
• Contact LDE for Clarity
• LDE Email Modifications

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Clarity of Budget Detail

• Highlight Set-Asides
• Highlight Supplemental Positions/Activities
• Proper Identification of Administration Cost

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Clarity of Budget Detail

• Title I Equitable Services
• -Teacher/Paraprofessionals
• -Computer Technician
• -Supplies
• -3rd Party Providers
• -Reservations (i.e. PD, Parental Involvement,
  Instructional Programs)

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Strategy Planning Worksheet Evaluation Component

• Data Analyzed
• Personnel Responsible
• Timelines (Formative and Summative Assessments)

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Upcoming Adjustments

• SES/Choice Pages (If Applicable)
• Private School Proportional Share Computation
  Automatic
• Possible EIC Adjustment for Title I Budget Only

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FY 08/09 Federal Grants Update
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FY 08/09 Federal Grants Update

• Current LDE Process
• LEAs have been allowed to obligate funds on July
  1 regardless of the submission date of their
  application
• Example
• Submission Date December 31, 2007
• Approval Date February 15, 2008
• Obligations allowed retroactive to July 1, 2007

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FY 08/09 Federal Grants Update

• EDGAR 76.708 reads as follows
• . . .to make subgrants on the basis of a formula,
  the State may not authorize an applicant for a
  subgrant to obligate funds until the later of the
  following two dates
• (1)The date that the State may begin to obligate
  funds or
• (2)The date that the applicant submits its
  application to the State in substantially
  approvable form

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Substantially Approvable

• Definition
• eGMS once an application is successfully
  submitted to LDE it is considered substantially
  approvable
• Paper applications once an application is
  submitted with all required components inclusive
  of original signatures it is considered
  substantially approvable

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FY 08/09 Federal Grants Update

• FY 08/09 LDE Process
• In order to obligate funds beginning July 1, LEAs
  must submit a substantially approvable
  application on or before July 1
• Example
• Submission Date December 31, 2007
• Approval Date February 15, 2008
• Obligations allowed retroactive to December 31,
  2007

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FY 08/09 Federal Grants Update

• A memo detailing these changes will be
  forthcoming
• The memo will provide a schedule of conference
  calls for LEAs to participate in to discuss this
  policy change
• LEAs will be able to submit questions regarding
  this change for both electronic and paper grants
  to egms_at_la.gov prior to the calls so that they
  may be addressed by the LDE

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To visit our website

• Go to- www.louisianaschools.net
• Tab to the bottom of page
• Click on Management/Finance tab
• Click on Education Finance
• Click on Grants
• This page contains information on the Grants
  Management Unit
• Budget Forms
• Quick Reference Guide
• LAUGH
• Allocations

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Questions

• Budgets/Allocations
• Mary.Cavalier_at_la.gov
• Amanda.Joyner_at_la.gov
• Rashaunda.Matthews_at_la.gov
• Phone [phone]
• Fax [phone]
• eGMS
• Jason.Berard_at_la.gov
• Phone [phone]
• Payments
• Babs.Myers_at_la.gov
• Phone [phone]

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