Business & Finance Symposium August 17, Federal and SCE Programs

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1 Business & Finance Symposium August 17, 2015 Federal and SCE Programs

2 Federal and SCE Programs Staff Rebecca Castañeda, Director of Federal and SCE Nelida Alvarado, Coordinator of Federal and SCE Vacancy, Accountant Lisa E. Gonzalez, Secretary Elva Guerrero, Clerk Abel Muñoz, Migrant Director David Bowles, Bilingual Director Tomas Tamez, Parental Involvement

3 Agenda State and Federal Accountability Overview Overview of State Compensatory Education Overview of Title I, Part A, Funds Supplement vs. Supplant Consideration NEW EDGAR Federal and SCE Programs Procedures Manual Semi Annual Certification Time and Effort CIP/DIP Tutorials Contracted Services Technology Related Expenditures Travel Master Schedule Change Form Income Survey Areas of Reflection and Recommended Corrective Actions

Necessary Needed to achieve a certain desired result Intent Anticipated outcome that

4 Vocabulary Overview Reasonable Within bounds of common sense. Moderate in price, not expensive. Necessary Needed to achieve a certain desired result Intent Anticipated outcome that guides your planned actions Purpose The reason for which something exists Supplement Something added to complete. Add to, extend Supplant To take the place of

5 Intent and Purpose Fund 164 State Compensatory Education is designed to improve and enhance the Regular education program for students in at-risk situations. The purpose is to increase the academic achievement of identified students in at-risk situations and reduce the dropout rate. Funds can only be used for costs of programs and services that are supplemental to the regular education program and designed for students in at-risk situations. Fund 211 To ensure that all children have a fair, equal, and significant opportunity to obtain a high-quality education and reach, at a minimum, proficiency on challenging State academic achievement standards (TEKS) and state academic assessments (STAAR). Targeted Assistance is eligible for Title I funding, but does not meet 40% threshold or chooses not to operate a schoolwide program Schoolwide 40% or more students meet the poverty threshold

6 Intent and Purpose Fund 255 Teacher and Principal Training and Recruiting (TPTR) Fund provides supplemental funding to improve student achievement. The funds are used to elevate teacher and principal quality through recruitment, hiring and retention strategies and to increase the number of highly qualified teachers in the classroom and highly qualified principals and assistant principals in schools. The program uses scientifically based professional development interventions and holds districts and schools accountable for improvements in student academic performance. Fund 263 To ensure that English language learners (ELL) immigrant students attain English language proficiency and meet the same challenging State academic content and student academic achievement standards as all children are expected to meet. The use of Title III funds must be supplemental to all other funds.

Supplement, Not Supplant Supplement NOT Supplant The federal supplement, not supplant provision is intended to ensure that services provided under Title I are in addition to, and not in place

Any program activity required by state law, State Board of Education (SBOE) rules, or local board policy may not be paid with these funds.

7 Supplement, Not Supplant Supplement NOT Supplant The federal supplement, not supplant provision is intended to ensure that services provided under Title I are in addition to, and not in place of, services that would otherwise be provided to participating students with state and local funds if Title I funds were not available. Any program activity required by state law, State Board of Education (SBOE) rules, or local board policy may not be paid with these funds. State or local funds may not be decreased or diverted for other uses merely because of the availability of these funds. SCE funds must be used to provide support programs and/or services that supplement the regular education program so that students at risk of dropping out of school can succeed in school.

8 Education Department General Administrative Regulation (EDGAR) For any federal grant received we must follow regulations set forth by EDGAR Some New changes due to Edgar No Field trips using Fund 211 Extra documentation with equipment purchased with 211 Requirement of having Federal and SCE Procedures Manual

& 274 Employer name, employee name, employee position, description of federal program/single cost objective Signed and

9 Time & Effort Documentation/ Periodic Compliance Reporting period (at least semi-annually) Statement that individual(s) worked solely 100% on activities related to a single cost object Staff funded through 164, 211, 255, 263 & 274 Employer name, employee name, employee position, description of federal program/single cost objective Signed and dated by the employee or supervisor with first hand knowledge of work performed. Staff Audits will be conducted to ensure compliance

Requirements for CIPS/DIPS Comprehensive Needs Assessment conducted to identify the strengths and weaknesses of existing programs, practices, procedures, and activities; ensures the use of resources

10 Requirements for CIPS/DIPS Comprehensive Needs Assessment conducted to identify the strengths and weaknesses of existing programs, practices, procedures, and activities; ensures the use of resources is carefully planned, supplemental and cost effective. The DIP/CIP is auditable documentation and is the primary record supporting expenditures attributed to SCE and Title I Programs. The DIP/CIP must be developed, evaluated, and revised annually.

Regulations: Auditor Guidance All funded strategies must be: If an expense is Supported by analyzed data (needs assessment data, survey data) and Included in the Campus/District Improvement Plan

11 Regulations: Auditor Guidance All funded strategies must be: If an expense is Supported by analyzed data (needs assessment data, survey data) and Included in the Campus/District Improvement Plan (including the fund source and the allocated amount). If not in your comprehensive needs assessment, it cannot be in the campus/district improvement plan. If an expense is not in your campus/district improvement plan, it cannot be in your budget plan or application. If an expense is not budgeted for and included in your approved application, you cannot purchase the item or pay for the service.

12 Sample of CIP/DIP Attachment DO NOT insert the entire CIP/DIP

Prior to Encumbering Title I, Part A Funds Comprehensive Needs Assessment (CNA) Campus Improvement Plan (CIP) Are costs reasonable and necessary to carry out

13 Prior to Encumbering Title I, Part A Funds Comprehensive Needs Assessment (CNA) Campus Improvement Plan (CIP) Are costs reasonable and necessary to carry out the grant project Funds for this program must be used to supplement (increase the level of services) and not supplant (replace) funds from non-federal sources.

Proposal for current employees (3 pages) Proposal for Campus Tutor(s) (2 pages) Please submit the following with above form: List

14 Tutorial Services Extended Day/Extended Week Tutorial Services All sections of above form must be completed or form will be sent back to the campus. Above form has changed! Proposal for current employees (3 pages) Proposal for Campus Tutor(s) (2 pages) Please submit the following with above form: List of staff and # of hours that they will work Calendar indicating days that they will be tutoring. Copy of CIP referencing the Tutorial Program Tutoring will NOT be permitted during the school day (conference period).

15 Tutorial Services If tutoring after school or on Saturday, function pay will be used. Submit copy of Time Card along with student attendance roster or sign in from PK through 2 nd grade will use an attendance roster 3rd grade and higher students must sign their own name on each day that they attend tutoring All teachers that are providing Tutorial Services must sign a Tutorial Teacher Job Description and an Extra Duty Employee Agreement Form All Campus Tutors must complete a Tutor Agreement Form before they can begin tutoring.

16 Contract Services Contract Services form must be completely approved before any work is performed. Must have signature from Federal Programs if using federal funds After services are provided, the following must be submitted to the Federal Programs office, within 3 days of completion: Agenda Sign-in Sheets

Technology-Related Expenditures Title I, Part A funds may be used for technology related items if: Comprehensive Needs Assessment Campus Improvement Plan Supplemental What campus procedures are in

17 Technology-Related Expenditures Title I, Part A funds may be used for technology related items if: Comprehensive Needs Assessment Campus Improvement Plan Supplemental What campus procedures are in place to keep track of these items? Ensure you have room number and teacher name of where the equipment will be house at all times Campus must maintain proper/specific inventory (fixed assets) Can only purchase for core teachers (coaches, Music, are not allowed). Cannot dispose of equipment without prior approval from TEA

18 Travel Requests ALL Travel Requests must be submitted at least 2 weeks prior to travel taking place (plan accordingly). Make sure all areas of Travel Request are completed Ensure money is in the account that will be used Submit a copy of the Flyer for Meeting/Conference Submit a copy of the CIP If needed, include Travel Claim Request

19 Meal Reimbursements $46.00 limit per day Distribution Breakfast: $12.00 Lunch: $17.00 Dinner: $17.00 Place meal reimbursements by day on one individual page. Breakfast Lunch Dinner Taxes, gratuity and delivery charges are NOT reimbursable!

Meal Reimbursements Only food and non-alcoholic beverages are reimbursable. If having alcoholic beverages, please request a separate receipt.

20 Meal Reimbursements Only food and non-alcoholic beverages are reimbursable. If having alcoholic beverages, please request a separate receipt. If having a meal with someone please make sure and ask for separate bills. Must have a detail receipt cannot use credit/debit card receipt for reimbursement. Copy the receipts by day; in other words all the meal receipts for day 1 must be on one page, etc.

21 Meal Reimbursements Only reimburse amount prior to taxes.

22 Master Schedule Change and Compliance Form

23 Income Survey Extremely important to documented your economically disadvantaged; less students Eco. Dis = less funding.

24 Areas of Reflection and Corrective Recommended Actions Travel Reimbursements Must be submitted on a TIMELY basis! Approximately 75% of travel meal reimbursements are rejected due to incorrect amounts or wrong accounts. Example: One account is used on Travel Request yet trying to reimburse from another account Personal items and alcohol should not appear on receipt. Pay for it separately!!! Accuracy on meals which are eligible for reimbursement Contracted Services Absolutely NO after the fact can be approved at Federal Programs for Extra Duty Pay Look at and follow monthly calendar when entering time worked Keep track of your extra duty pay expenditures (tutorials and tutors)

25 COMMENTS All forms that were discussed can be found on the Federal Programs Website under our Forms section.

26 Website Forms Section

Business & Finance Symposium August 15, Federal and SCE Programs

Business & Finance Symposium August 15, 2017 Federal and SCE Programs Federal and SCE Programs Staff Rebecca Castañeda, Director Nelida Alvarado, Coordinator Ignacio Amezcua, Accountant Lisa E. Gonzalez,