ESEA Title Programs 22 nd Annual Spring Conference March 29, 2012 John Moorse Director, Division of Student Support
Issues. Thank You Supplement not supplant Managing applications & budgets SERVS Corrections EDRS Staff License Reporting UFARS Reporting Other / questions.. 2
Federal Education Funds Flexibility and Fidelity ESEA began in 1965 as part of President Johnson s War on Poverty effort Original Law Deliver federal dollars to eligible students in eligible districts With concentrations of children from low income families To expand and improve their educational programs Funding would supplement, not supplant, the duty of local educational agencies and schools 3
Focus for FFY 2011-14 A new emphasis of the importance of Early Learning. A commitment to ensuring that in ESEA, all students graduate from HS prepared to succeed in college and careers. Federal involvement ensure that students have the support and information they need to enter postsecondary education and earn a certificate, degree, or other credential. 4
Supplement Not Supplant The services/programs supported by Title funds must supplement the educational services/programs that the LEA in the absence of Title funds, would make available from non-federal sources for the education of students participating in Title programs. Determine what services the LEA would have provided in the absence of Title funds to students. 5
Timeline Planning.. Calendar Year 2012 Calendar Year 2013 Calendar Year 2014 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC SFY 2012 SFY 2013 SFY 2014 SFY 2015 Fwd Fund 2012 Fwd Fund 2013 Fwd Fund 2014 000 000 000 FFY 2011 FFY 2012 FFY 2013 FFY 2014 000 011 000 011 000 011 000 Tydings Tydings 2010 Tydings 2011 Tydings 2012 2013 011 012 011 012 011 012 011 Last draw opportunity Last draw opportunity Last draw opportunity 012 012 012 6
Federal Award - 27 Months Title Funds FFY 10 (SY 2010-2011) SFY 11 funds July 1, 2010 Sept. 30, 2011 (Forward Funded July to September 2010)* Tydings Period, Sept. 30, 2011 - Sept. 30, 2012 FFY 11 (SY 2011-2012) SFY 12 funds July 1, 2011 Sept. 30, 2012 (Forward Funded July to September 2011)* Tydings Period, Sept. 30, 2012 - Sept. 30, 2013 FFY 12 (SY 2012-2013) SFY 13 funds July 1, 2012 Sept. 30, 2013 (Forward Funded July to September 2012)* Tydings Period, Sept. 30, 2013 - Sept. 30, 2014 * Forward funding at 25% 7
Federal Funds Are Obligated. If the obligation is for (a) Acquisition of supplies, materials, equipment. (b) Personal services by an employee of the State or subgrantee. (c) Services by a contractor who is not an employee of the State or subgrantee. (d) Public utility services such as Electronic/Communication Services. (e) Travel. (f) Rent. The obligation is made On the date on which the State or subgrantee makes a binding written commitment to acquire the property. When the services are performed. On the date on which the state or subgrantee makes a binding written commitment to obtain the services. When the State or subgrantee receives the services. When the travel is taken. When the State or subgrantee uses the property. 8
Indirect Costs Indirect costs are those costs which are not readily identifiable with the activities of the grant but are nevertheless, incurred for the joint benefit of the grant activities. Some Examples of Indirect Costs: Budgeting Procurement Payroll Personnel functions Maintenance and operation of space Accounting Communications 9
Indirect Costs UFARS Manual -- Chapter 13 (pages 16-23) Indirect costs can be claimed on: Most object codes including 303 Indirect costs cannot be claimed on: Object code 304 Object code 530 Object code 555 10
Supported Internet Browsers Currently MDE supports: Internet Explorer (IE) 6.5 to 8.0 Firefox 3.6 IE 9.0 is not currently recommended: (Problems with spinning and lack of progress have been reported using IE 9.0) Other browsers may work (MAC) (Chrome, Safari, etc.) 11
Title Programs Navigation in SERVS Manage allocation, unreserved amount, balance forward & transfers (Total available funds) Enter/revise narrative and budget information 12
Title Programs Managing Funds 012 funds Need to be obligated by 9/30/2012 and liquidated by 11/14/2012. When managing funds and developing draws consider: 3rd current year $ 2 nd balance forward $ (011 and 012) 1 st transfer $ (Title I setasides may be an exception.) 13
Title Programs Licensure Verification Description of Licensures Total SLV Reported Expenditures by Object Code Teachers 140 Licensed Support 143 Associated Fringe benefits 200 s Contracted Services (Teachers Only) 303 (1 st $25,000) Contracted Services (Teachers Only) 304 (any over $25,000) Note: Once the 2011-2012 application reaches funded & active, the staff license information for 2011-2012 can be entered into EDRS. 14
Setting the Stage for Amendments Amendment Window One ( March/April ) Adjust/revise narrative/budget AYP Professional Development Set-aside (Set-aside and spend) Redistribute un-used Choice/SES set-aside funds (conditions/criteria met) Last opportunity to add an object code Revise up to 10% cumulative change without triggering an amendment Revisit district contact information (accuracy & include phone extensions) Amendment Window Two ( June/July/August ) Revise up to 10% cumulative change without triggering an amendment No narrative change Revise budget to actuals Revisit district contact information (accuracy & phone extensions) Ready to balance forward into next application cycle unbudgeted/unspent funds 15
Setting the Stage for Amendments Title I, Part A Reallocating Set-asides for Choice-related Transportation & Supplemental Educational Services (SES) To reallocate and use the unexpended amount for other allowable activities in a given school year, a district must meet, at a minimum, all of the following criteria: 1. Partner, to the extent practicable, with outside groups, such as faith-based organizations, other community-based organizations, and business groups, to help inform eligible students and their families of the opportunities to transfer or to receive SES. 2. Ensure that eligible students and their parents have a genuine opportunity to sign up to transfer or to obtain SES, including by: providing timely, accurate notice to parents (letter must be sent for school choice a minimum of 14 days before school starts) ensuring that sign-up forms for SES are distributed directly to all eligible students and their parents and are made widely available and accessible through broad means of dissemination, such as the Internet, other media, and communications through public agencies serving eligible students and their families and providing a minimum of two enrollment windows, at separate points in the school year, that are of sufficient length to enable parents of eligible students to make informed decisions about requesting SES and selecting a provider. 3. Ensure that eligible SES providers are given access to school facilities, using a fair, open, and objective process, on the same basis and terms as are available to other groups that seek access to school facilities. Each district must maintain records that demonstrate it has met the above criteria, and must notify Minnesota Department of Education (MDE) in the Title I, Part A application (amendment entered as a comment) that it has met the criteria and intends to spend the remainder of the set-aside obligation on other allowable Title I activities (shown in amendment budget revisions). 16
Setting the Stage for Amendments Title I (15% Carryover Limitation) Districts may apply once every three years to waive this carryover limitation. (Most districts are coming off of the 2-year waiver utilized in conjunction with the ARRA funding.) The carryover Limitation waiver request form will be available shortly. Carryover Limitation Waivers will be due by June 30, 2012. 17
AYP Flexibility Numerous questions have been emerging around what does this mean? And how will the waiver be implemented? In order to respond to questions in a timely manner and to ensure consistency on the answers, the following email address has been created: mde.nclbwaiver@state.mn.us. Please submit all of your questions to this site. Submitted questions will become part of a Frequently Asked Questions (FAQ) document that will be posted and continue be updated on the No Child Left Behind (NCLB) Waiver Workgroup page of MDE s Website. Please continue to consult this area for additional information. 18
ESEA Title Programs Revise to Actuals Funds Available Approved Total Working Total Funds Expended When closing out applications (Budget to Actuals & Balance Forward): Funds Available Working total (Funds Budgeted) - Funds Expended and Approved Total all match. 19
UFARS Reporting SERVS/UFARS Reconciliation Issues Course Codes Mandatory Set-Asides Title I Course Code Current Year Prior Year Second Prior Year Highly Qualified 634 627* 621** LEA Level Activities 635 628* 622** Neglected 636 629* 623** Homeless 637 630* 624** Parent Involvement 638 631* 625** School Choice and SES Professional Development Waiver School Improvement 639 632* 626** 640 641 642 667 *** TBD TBD * Effective in FY 2011 ** Effective in FY 2012 *** Effective in FY 2013 These Course Codes are used in UFARS reporting only. (Not with SERVS draws.) 20
UFARS Reporting Title I Year District Number District Type Fund Number FD Organizational Number ORG Program Number PRO Finance Code FIN Object Code OBJ Course Code CRS Total Amount 11-12 12 01 01 139 216 401 185 000 85.22 11-12 12 01 01 140 216 401 185 011 42,741.62 11-12 12 01 01 139 216 401 185 640 2,543.45 11-12 12 01 01 140 216 401 185 641 1,234.55 School site number Program Number: 216 - Title I Title I 401 total draws for 185 $46,604.84 21
UFARS Reporting Title II Year District Number District Type Fund Number FD Organizational Number ORG Program Number PRO Finance Code FIN Object Code OBJ Course Code CRS Total Amount 11-12 12 01 01 140 204 414 185 000 5,556.78 11-12 12 01 01 140 204 414 185 011 2,345.35 School site number Program Number: 204 - Title II Title II Total draws for 185 $7,902.13 22
Transferability Transferability is to transfer a portion of an allocation to another Title program to more effectively address the needs. (May transfer Title II to Title I or Title II to Title III. Never can transfer from Title I or Title III.) Transferability funds are subject to the rules and requirements of the Title program to which the transferred funds are transferred. [Section 6123 (e) (1)] 23
REAP-Flex REAP-Flex is the Alternative Uses of Funds Authority under the Small, Rural School Achievement program (SRSA). REAP-Flex funds do not have to meet the set-aside requirements of those programs they are REAP-Flexed into. [Section 6211, Guidance II-B-1, B-5] 24
REAP Flex/Transfer Title II to Title I Funds transferred from Title II (FIN 414) to Title I (FIN 401) will appear on the Title I reconciliation report and be excluded on the Title II reconciliation report. These costs will be identified by Program 216 and FIN 414 as reported in UFARS and drawn from the transferred funding stream in SERVS Financial. Be sure to transfer the funds in SERVS Financial if you are going to report them that way in UFARS. REAP FLEX Districts eligible for REAP FLEX and choosing to utilize object codes 430, 555 or 820 should transfer those funds to FIN 401 in SERVS Financial. These funds should be reported in UFARS using program 216 and FIN Code 414. The other object codes for REAP FLEX funds can be built on the General Tab in the Title II (FIN 414) application, drawn down in SERVS Financial from FIN 414 and reported in UFARS by Program 204 and FIN 414 25
UFARS Reporting Transfer & REAP Flex School site number Year District Number District Type Fund Number FD Organizational Number ORG Program Number PRO Finance Code FIN Object Code OBJ Course Code CRS Total Amount 11-12 12 01 01 139 216 414 161 011 2,543.45 11-12 12 01 01 140 216 414 161 000 5,556.78 11-12 12 01 01 139 204 414 161 011 85.22 11-12 12 01 01 140 204 414 161 000 2,345.35 Transfer to Title I Program 216 REAP Flex in Title II Program 204 Title II 414 total draws for 161 $10,530.80 26
UFARS Reporting Title III Year District Number District Type Fund Number FD Organizational Number ORG Program Number PRO Finance Code FIN Object Code OBJ Course Code CRS Total Amount 11-12 12 01 01 139 205 417 185 011 85.22 11-12 12 01 01 140 205 417 185 000 72,252.51 School site number Program Number: 205 - Title III Title III 417 total draws for 185 $72,337.73 27
Revise to Actual Following the close of SFY2012 (June 30, 2012) Districts should: Revise to Actuals in the 2011-2012 SERVS Title applications, before balancing forward. (Use the Actions button inside the application to select Revise.) Note however: When revising budget line items once the application has reached funded & active status. Do not delete the line item, but simply revise to the actual amount or revise to $0.00. Note also, no additional object codes can be added at Revise to Actual time. 28
Balance Forward Use the Manage Award/Allocation tab. Make the Amount for Budget match the Amount Expended. The difference between the Amount reserved for Budgeting and the amount Expended can be balanced forward. 29
Balance Forward With AYP Flexibility Waiver Note however: If there are unspent Title I AYP Professional Development funds or other required set asides (in the 2011-2012 Title applications), these funds can remain restricted or now be unrestricted in the next application cycle (Minnesota s AYP Flexibility Waiver) district decision. Waiver does not apply to Parent Involvement Setaside for districts over $500,000.00. 30
Expiring Funds (012 funds). In Next Cycle. Remaining 012 funds need to be obligated/budgeted by September 30, 2012 and expended/liquidated by November 14, 2012. Districts with unbudgeted/remaining 011 funds will show as 012 funds in 2012-2013 applications: o need to revise to actuals o then balance forward the unbudgeted funds o complete the 2012-2013 applications o reach funded & active status before the remaining funds can be drawn down Note the deadlines: Obligation/budget deadline of September 30, 2012 and expended/liquidated by November 14, 2012. 31
Transaction Corrections Most transaction corrections can now be made online. Transactions from one fin code to another fin code and split transactions can be made online. Corrections involving returning funds to MDE or corrections from federal to state still need the correction form. 32
Butterfly
For Assistance.. MDE Contacts Your Area Director Title I, Part A MDE Title Programs -- 651-582-8579 Email: mde.esea@state.mn.us john.moorse@state.mn.us 651-582-8649 Error messages and malfunctions when using SERVS: mde.it-helpdesk@state.mn.us THANK YOU! 34
Questions???? 35