Gheens Grants & Awards

Transcription

1 Gheens Grants & Awards Title I Staff & Budget Workshops Finance, Payroll & Purchasing

2 Introductions. Grants & Awards Fiscal Coordinator - Karen Moore Grants & Awards Data Management Tech - Jennifer Crask Grants & Awards Clerk - Kelly Fant Grants & Awards Clerk - Amanda Kessler Title I Director Linda Handley Title I Secretary- Nicole Hill TI/ESS/Extended Learning Specialist - Maria Carrico TI/Parent Involvement & Private Non-Public Schools Specialist Chrystal Hawkins

3 Gheens Grants & Awards Website

4 Title I Overview Title I is the largest federally funded program in education. Title I funds are used to move students to proficiency in Literacy, Math and/or Science. Title I funds MAY NOT be used to supplant. MUST fill all General Fund positions first. Cannot sell General Fund position and replace with Title I position.

5 Title I Overview Continued 10%-20% of Title I funds MUST be used for Professional Development. Each Title I school is required to use Parent Involvement funds for the purpose of implementing meaningful & effective Parent Involvement Partnerships. Parents MUST directly benefit.

6 FY18 Funds Become Available July 1 st Updated Timeline for Title I Spending Deadline to utilize ALL FY16Title I funds (project #310B) at the school level is June 30, Deadline to use Parent Involvement 310CM is June 30, 2017 Deadline to utilize FY17 Title I funds (project #310C) for payroll purposes at the school level is June 30, After all FY 17 payroll has been processed, all remaining 310C funds will be moved to Deadline to utilize ALL FY17 Title I funds (project #310C) at the school level is June 30, Deadline to utilize all FY18 Title I funds (project #310D) at the school level for payroll purposes is June 30, After all FY 18 payroll has been processed, all remaining 310D funds will be moved to 0734.

7 Requisitions & Vouchers 1. Note explaining educational purpose of purchase; The following is required for each requisition or voucher submitted to Gheens Grants & Awards Office 2. Sign in sheets & agenda for PD / Parent Involvement ; 3. Signed PD proposal; 4. Professional Leave, agenda, and registration; 5. Airline itinerary and hotel bill; 6. All travel must be pre-approved by the Title I office; 7. An appropriate D&F. ***Do not combine general fund and grant expenses on the same voucher.

8 Timeline for Requisitions/Vouchers Allow ample time for processing as the steps below show the timeline: Gheens Grants & Awards office approves Purchasing then has to approve Then bookkeeper has to do receiving Then Accounts Payable has to write check Accounts Payable only cuts checks twice a week *NOTE* Please follow up with Accounts Payable and make sure all invoices have been paid and P.O. s closed out

9 Checking Status of Requisition/Purchase Order Step 1: Go to Requisition Entry Step 2: Do a Find: Step 3: Enter Year & Requisition #

10 Checking Status of Requisition/Purchase Order Step 4: Requisition status # will be shown 1 Rejected (has been rejected by our office or purchasing) 2 Created (school has started entering requisition) 4 Allocated (has not been released from school level) 6 Released (waiting on approval from Gheens G&A Office) 8 Approved (approved by our office waiting for Purchasing approval) 0 Converted (been converted to a Purchase Order)

11 Checking Status of Requisition/Purchase Order Click Approvers: This will show you who currently has your requisition and who has already approved or rejected throughout the process

12 Budget Transfers & Budget Amendments Schools may enter transfers into MUNIS when transferring between operational codes. On Mondays ONLY if the journal is not Output Posted by 4:00 pm it will be deleted by Financial Planning and Management Once Budget Amendment is approved by our office, it then has to be approved by VH Budget Office. If requesting a transfer among pay codes, please send an to one of the appropriate Gheens Grants & Awards staff. Based on location number or SIG grant. (SIG also requires KDE approval application).

13 Budget Amendment Entry The following is what information should be included when inputting a Budget Amendment:

14 Program Guidelines Title I funds must focus on closing the instruction and/or gap areas of need. Funds should be allocated for evidence-based strategies to be used for the core program and levels of interventions. All grant funds must be utilized for the sole intent of the grant.

15 Unauthorized Title I Purchases Permanent fixtures to the building Items for maintenance of building Office Supplies Coffee Cups, water bottles, mugs, key-chains, book-bags, tote-bags, school uniforms Bumper Stickers Student agenda and teacher plan books Communication equipment (walkie-talkies, telephones) Computer/Technology equipment for administrators/clerical Consumables Physical Education / Playground equipment Furniture for Administrators/clerical Dues to professional organizations (For the School ONLY, you CANNOT pay individual dues) Motor Vehicles / Land Purchase

16 Contracts & Amendments Contracts Approved contracts must be completed for any service provider where the dollar amount will be $ or more. Addendum Any service under $ where the vendor will provide services at your school location. Contract must be approved by the Board PRIOR to services. An addendum must be signed and submitted PRIOR to services! All contracts and Addendums require a certificate of liability insurance.

17 Managing Your Title I Funds Your schools Title I funds consist of; personnel (salary, Fringes), Instructional Budget, and Parent Involvement. Instructional Budget 310D Please remember to review the monthly JCPS Payroll Position Control that your principal can request each month from Human Resources. Parent Involvement 310DM Parent Involvement is NOT an option.it is required *NOTE* Budgets should be reviewed at school level at LEAST monthly XXX = 3 Digit location number

18 Quick Reminders Funds NOW DO carry over from year to year. Funds should be spent on current year students, not to stock pile purchases for the next year. All books, equipment and technology purchased with Title I funds should be marked PURCHASED WITH TITLE I FUNDS Blanket PO s are not allowed using Title I Funds Make sure to send documents to GHEENS GRANTS & AWARDS OFFICE; NOT VH Grants & Awards

19 Important Changes MUNIS has changed the object code to distinguish between PD STIPENDS and EXTRA SERVICE. If you are paying a certified employee a stipend to attend and/or lead a professional learning initiative, please continue to use object to pay the stipend rate for their work. If you are paying a teacher to lead intervention of some type working with the students (ESS for example) the object code will be and they will receive the rate appropriate for what they are doing. If you are paying a certified employee for a FULL DAY extended time, the object code remains This change will require that you get the new codes created and requested in Time and Attendance when needed. ESSA Every Student Succeeds Act New Changes to be shared by Title I Director

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21 Title I/Title II/PD/SIG/ESS Payroll On July 1, 2011 JCPS began using the MUNIS Time & Attendance to report payroll and extra service. Extra Service Faxing payroll can be difficult at best, scanning is a great option! Please DO NOT send hard copies of payroll to our office. Only fax or scan copies and keep originals at school for auditing purposes. Fax # 3817 Do not send pink sheets to VH Grants & Awards or to Payroll Dept. send to Gheens Grants & Awards

22 Who Should I Contact? Karen Moore, 6605 karen.moore3@jefferson.kyschools.us SIG & Title II, Misc. Small Grants o Jennifer Crask, 3004 jennifer.crask@jefferson.kyschools.us Title I & PD o Kelly Fant, 3005 kelly.fant@jefferson.kyschools.us ESS & Literacy Grants o Amanda Kessler,6779 amanda.kessler2@jefferson.kyschools.us

23 Any Questions!!!!