ePlan Final Expenditure Report21st Century Community Learning Centers

LEAPS Program

Office of the Chief Financial OfficerOffice of Local Finance

June 19, 2015

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Year-end Notes

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Reimbursement Requests FY15

• Reimbursement Requests for FY15

– ePlan will remain open for reimbursement requests for FY15

– Expenditures prior to June 30 should be requested from FY15 funds in ePlan prior to completing the Final Expenditure Report

– Be sure to use the “Fiscal Information as of” date on the reimbursement request to clearly state the date through which the expenditures were made

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Reimbursement Requests FY15

• Reimbursement Requests for FY15

– Request remaining funds as soon as possible

– Reimbursements requested prior to July 7 will be paid within the normal timeframe

– Reimbursements requested after July 7 will likely be delayed due to year-end close procedures at the state

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Reimbursement Requests FY15

• Reimbursement Requests for FY15

– Remember that actual expenditures cannot exceed the line item budget by more than 10% - if they do, then a budget revision will be necessary

– Revisions can still be made to FY15 if necessary and allowed by program director – plan ahead!

– Revisions must be submitted by June 30 via ePlan

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Reimbursement Requests FY15

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Reimbursement Requests FY16

• Reimbursement Requests for FY16

– Reimbursement for expenditures July 1, 2015 and later should be requested from FY16 funds in ePlan – when they become available

– FY16 application must be in “TDOE Extended Learning – 21st CCLC and LEAPS Director status in order for reimbursements to process

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Final Expenditure Report

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Final Expenditure Report

Final Expenditure Report (FER)

• Covers expenditures incurred between July 1, 2014 to June 30, 2015

• Due as soon as possible, no later than August 15, 2015 in ePlan

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Final Expenditure Report

Unused funds will be released back to the Department of Education after FER is completed

No action on your part is needed to release the funds

Part of the FER process

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Final Expenditure Report

Cannot be started until after July 1, 2015.

Funding Application must be in Approved status – “TDOE Extended Learning – 21st CCLC / LEAPS Director Approved”

All revisions must be completed and approved.

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Final Expenditure Report

All reimbursement requests must be paid.

• If a reimbursement request has been started for FY15:

– Wait until reimbursement is received

– Then start FER

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Final Expenditure Report

• The FER may create a reimbursement request.

– This occurs when you have reported more in year-to-date expenditures than you have received in reimbursements

– ePlan will automatically create a reimbursement request

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Final Expenditure Report

• The FER may create a reimbursement request that is negative.

– This occurs if you have received more in reimbursements than you have reported in expenditures

– “Excess” funds received must be returned to TDOE since no carryover allowed

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Final Expenditure Report

• STRONGLY advise completing all reimbursement requests BEFORE

beginning the FER!

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Final Expenditure Report

LEA changes status to “FER Draft Started” on Sections page

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Final Expenditure Report

LEA is now in the FER workflow• No more budget or

application revisions allowed• May not create any new

Reimbursement Requests

Grant section now contains:

• Final Expenditures page

• New Final Expenditure Report section

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Reporting Expenditures Report YTD expenditures by account and line item

Only displays accounts and line items that contain approved budget

Only enter expenditures with an approved budget

Can only exceed budgeted amount by 10%

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Final Expenditure Report

After all expenditures for all schools have been entered, go to Sections page and click “ Carryover” under the “Final Expenditure Report”

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FER Adjustments

Summarizes Allocation, Expenditures, Cash Received, Remaining Amounts and any Pending Transaction Amounts (pending reimbursement requests)

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FER Approval

On Sections page, click FER Draft Completed

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FER Approval

Next, LEA Fiscal Representative approves

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FER Approval

Finally, LEA Authorized Representative approves

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FER Approval

FER then moves to TDOE for final approval

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FER Approval

Once approved by TDOE:

• Decreases this year’s allocations by unspent (remaining) amount

• Generates Reimbursement Request for LEA to pay outstanding amounts due from grant, if any

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FER Approval Decreases this year’s allocations by unspent

(remaining) amount

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FER Webinars

PowerPoints will be located in ePlan under TDOE Resources after the webinar

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Live Look at FER

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Questions

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FRAUD, WASTE or ABUSE

Citizens and agencies are encouraged to report fraud, waste or abuse in State and Local government.

NOTICE: This agency is a recipient of taxpayer funding. If you observe an agency director or employee engaging in any activity which you consider to be illegal, improper or wasteful, please call the state Comptroller’s toll-free

Hotline:

1-800-232-5454

Notifications can also be submitted electronically at:

http://www.comptroller.tn.gov/hotline