fiscal management of federal programs pafpc annual conference april 4-6, 2011 presented by: kelly...
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Fiscal Management of Federal Programs
PAFPC Annual Conference
April 4-6, 2011
Presented By:
Kelly IorfidaKelly Iorfidaand Administrative Techniciansand Administrative Technicians
The Division of Federal Programs (DFP)Pennsylvania Department of Education
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Topics to be covered include:
Consolidated Application
Transferability of Funds
Carryover & Carryover Waivers
Amendments - when, why & what LEAs need to do
Budget Revisions - when & how to create/complete in eGrants
Final Expenditure Reports (FERs)
- process for completing in eGrants
Single Audit Findings – how to avoid them
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Consolidated Application
Consolidated Grant Rider may consist of the following projects:
Title I – Improving Basic Programs Title II, A – Improving Teacher Quality Title III – English Language Learners Title II, D – EETT Title I, D – Delinquent Institutions Academic Achievement Award (AAA)
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Consolidated Application
LEAs may begin completing their Consolidated Application in the Spring of each year
Completed in the eGrants system
All projects in Cons App will have same start date
Start date depends upon date the signed, hard copy of rider is received in the DFP
Start date can be as soon as July 1, but never sooner
End date is always September 30th – unless LEA requests “carryover “
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“TRANSFERABILITY”of Funds
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TRANSFERABILITY OF FUNDS
DEFINITION:
The authority that permits LEAs to transfer a portion of their formula funding from one program to another
May transfer up to 50%
Funds may only be transferred to other specific federal programs
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Program Funds LEAs May TRANSFER:
Title IIA - Improving Teacher & Principal Quality
**May transfer funds INTO Title I**May not transfer funds OUT of Title I
**Funds transferred into Title I are subject to district set asides.
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LEAs in “School Improvement” or “Corrective Action”:
If in School Improvement I or II: - May transfer up to 30%
If in Corrective Action I or II:
- May not transfer any funds
TRANSFERABILITY OF FUNDS
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TRANSFERABILITY OF FUNDS
** No actual $$ transfer - Individual program allocations do not change
Authorized program activities only
Consultation with NP schools **Required if NP dollar amounts are affected
Must contact the DFP at least 30 days prior to transferring funds on eGrants
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Complete Transferability Worksheet ** Must be completed prior to using transferred funds for new activities
Update Narrative/Consolidated LEA Plan * In Consolidated Application in eGrants
Track activities funded with transferred funds
** Track expenditures of transferred funds under the program the funds were transferred out of.
LEAs Must do the Following in eGrants when Transferring Program Funds:
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Transferability Worksheet link is located at bottom of Consolidated Menu Screen.
Consolidated Menu Screen in eGrants
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Transferability Worksheet in eGrants
This row shows LEA’s
Federal Allocations
This row shows amount
available for Transferability
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Carryover
and
Carryover Waivers
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CarryoverLEAs MUST request carryover if entire program allocation will not be expended by project end date.
“When” would LEA request carryover? When completing following year’s (2011-12) project application (in eGrants)
”Where” does LEA request carryover? LEA enters carryover amount in project’s “Carryover” section (in eGrants)
i.e. If 100% of 2010-11 program allocation will not be expended by September 30, 2011
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LEA enters carryover amount in project’s “Carryover section” in eGrants
Carryover Link/Section in eGrants
Carryover Section in
Title I project menu screen
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Enter bullet if you wish to carryover funds
Enter carryover amount
Indicate if your LEA wishes to:
- Redistribute funds to all Title I schools
OR
- Keep funds in Home Building
Carryover Section in eGrants
**Be sure to hit the Save As Completed
button
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Carryover LEAs may also request carryover later in
program year if ALL program funds will not be expended by project end date.
LEA must do the following:
1) Contact Administrative Technician (AT) in DFP
2) Provide AT with “project number” and “amount” to be carried over
Project No: 013-11-0345
Carryover Amount: $23,300.00
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Carryover
There is no limit on carryover for
the following programs:
Title II, A – Improving Teacher Quality Title II, D – Enhancing Education
through Technology Title III – Language English Proficient
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**Limit on Carryover of Title I Funds
Title I, A: LEAs with a Title I allocation of $50,000 or more may NOT carry over MORE than 15% of those funds.
DFP may grant a “Waiver” of this limitation once every 3 years **(3-yr-waiver cycle)**
LEA must request waiver from their Regional Coordinator in DFP ** Reason must be reasonable & necessary
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Carryover Waivers **May Only be used Once every 3-yr cycle
2007-20082008-20092009-2010
2010-20112011-20122012-2013
2013-20142014-20152015-2016
3-Year Waiver Cycles:
CURRENT 3-YEAR CYCLE
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LEA MUST request correct amount of Carryover
Please make sure your Quarterly Reports line up with what LEA actually expended
*** LEA’s Program Person must clearly
communicate with LEA’s Fiscal Person (who does Quarterly Reports)
IMPORTANT:
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AMENDMENTS
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Amendments
LEAs may need to do an Amendment for any of the following grant projects administered by the DFP:
Consolidated Application - Title I; Title II, A; Title II, D; Title I, D; Title III
School Improvement
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Final Allocations from USDE Adjustment for Charter School Students New Programs added to Consolidated
Application such as: Academic Achievement Award Title II, D – Enhancing Education through
Technology (EETT)
Title III
** LEAs are notified of Amendments via Penn*Link
Reasons for Amendments
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LEAs Contact for Penn*Links:
Bunne [email protected]
** Be sure your contact information to receive Penn*Links is up to date
It is very important this info is accurate
Penn links are sent to Superintendents Superintendent forwards to LEA’s Federal
Program Person
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TYPES OF AMENDMENTS:
Upward Amendment Increase to total consolidated allocation
**New signed rider must be mailed to DFP**
Downward Amendment Decrease to total consolidated allocation A new signed rider is NOT required
** UNLESS… a New Program has been added
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Amendments
DFP Technicians will: Create amendment in eGrants
Update program $$ amounts
Put consolidated application back to “In Process” status to allow editing by LEA
DFP Regional Coordinators will: Send email to LEA contacts notifying of
amendments needing submitted in eGrants
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LEAs will: Log into eGrants Go into the amended project Update Narrative
• if new project has been added and/or…• if new allocation will significantly change how
program funds will be expended
Update Budget**Don’t forget to hit the save & submit button to
Resubmit the project!!
For projects other than Title I:
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For Title I Projects LEAs will:
Do same as previous slide AND may also need to Update the following:
School Improvement Set Asides (ONLY if in SI)
District Improvement Set Asides (ONLY if in SI)
Neglected Institutions (ONLY if serving new institutions)
Selection of Schools (Update per pupil amounts)
Non public School Set Asides (ONLY if serving NPs)
Get new Non Public Sign Off (ONLY if serving NPs)
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Amendments and Nonpublic Signoff
Anytime there is a change to the LEA’s Title I allocation,
- Whether increase or decrease –
LEA must share this information with their Nonpublic (NP) schools and have NP Sign off again.
**Only applicable if serving NP schools
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Budget Revisions
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Budget Revisions
Necessary if....
Any function code “total” increased MORE than 20% compared to the last approved summary budget or…..
A transfer of funds is to be made to a previously unbudgeted category
Any changes to “Equipment”
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Budget Revision required if any
function code total increased MORE than 20% from the
last approved budget.
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Budget Revisions
May be submitted any time during the availability of the funds (July 1 thru Sept 30)
Recommended to wait until funds are expended
- reconcile final expenditures with budget
- prior to submitting Final Expenditure Report
Consolidated Application must be in Approved status to do budget revision
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Budget Revisions and Title I Projects
A budget revision made to LEA’s Title I project will require a Nonpublic (NP) signoff *(If serving any NP schools)
NP signoff required because any alterations to public program may result in changes to NP program
LEA will not be able to fully submit revised budget until NPs signoff
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Budget Revisions
** Contact your Administrative Technician (AT) in DFP after submitting a budget revision
- AT will approve revised budget
- LEA can do Final Expenditure Report after budget revision is approved
** Budget Revisions are not Amendments
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Click on Create a Revision for One or More Grants
**This is the Consolidated Menu Screen
in eGrants
Budget Revisions
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* Place a checkmark in program box you need to do budget revision for
**Then hit Create
Revision button
Budget Revisions
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*** PLEASE NOTE ***
After completing a Budget Revision in your Consolidated Application:
You must hit 2 Submit Buttons:
- 1st one resubmits the project- 2nd one resubmits the consolidated app.
(2nd button is located on consolidated menu screen)
**Budget Revision will not show up as submitted (in eGrants) unless both buttons are hit.
Budget Revisions
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Budget RevisionsMore things to Remember:
You cannot submit a budget revision unless your consolidated application is in “approved” status.
Your consolidated application will be in “view only” while your revision is being approved.
You cannot create additional revisions to any program until current revision is approved. (Unless revision was created same time)
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Budget Revisions vs. Amendments
Amendments – created by PDE Required when allocations for any programs
increase or decrease - Changes in state allocation amounts from USDE - Opening or expanding charter school in your LEA - New program/project has been added
Process for Submitting an Amendment:- PDE generates amendments on eGrants
- LEA adjusts budgets and/or narratives
- New Rider is submitted to PDE, if funds increase
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Budget Revisions vs. Amendments
Budget Revisions - created by LEA Required when expenditures on any line (function)
item TOTAL on the consolidated budget is changed by 20% or more.
**No new Rider is necessary – no change in allocation
Process for Submitting a Revision Create a revision on eGrants ONE revision to cover all adjustments prior to
submission of Final Expenditure Report
Exception: Revisions to Equipment Purchases
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FINAL EXPENDITURE REPORTS
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Final Expenditure Report (FER)
LEAs must submit a FER for all Federal Programs
FERs “close” projects by reporting funds have been expended & are in compliance with approved budget
FERs must be submitted as soon as project funds are expended, but no Later than 30 days after end date of project
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If LEA requests “Carryover” - the project’s FER will not be due for an additional year.
**Unless funds are expended sooner
Failure to submit FERs within above-mentioned timeframe could result in:- Suspension or loss of any project funds remaining
- Single Audit Finding
Final Expenditure Reports
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Submitting Final Expenditure Reports
Online submissions of FERs
- Mandatory since 2006-07 to submit FERs
via eGrants
- For projects completed in eGrants system
Title I - Title IIA - Title II, D - Title I Delinquent -
Title III - Academic Achievement Award (AAA)
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Submitting Final Expenditure Reports (con’t.)
Hard copy submissions of FERs For projects completed in paper form / not
in eGrants:
Rural & Low Income; Reading First; Math & Science Partnership Grant
Fax FER to DFP at 717-787-8634 A blank copy of FER form can be found
on DFP’s web site at:
www.education.state.pa.usClick on: Programs / Programs D-G / Federal
Programs / Final Expenditure Reports
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Title I ARRA FERs Log into eGrants
On the Main Menu Screen you will see:
ABC SD
Federal Programs Electronic Applications - Main Menu
Welcome … You have access to the following sections:
• Consolidated Application
• LEA Administration Functions• View Previous Years Projects
• Title III • Title III Data Collection for 2010-2011
• Final Expenditure Reports
Click on View Previous Years Projects
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ARRA Title I FERs The next screen contains a list of years: i.e. 1999 via 2010
Click on 2009
On the next screen click on Final Expenditure Reports
And on the next screen click on Create a Final Expenditure Report for One or More Grants
The next screen should contain the various programs you are able to create an FER for. Place a checkmark in the Title I, Supplemental box and then click the Create FER button:
Programs to Create FER For
Title I, Supplemental
Create FER
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ARRA Final Expenditure Reports
The new screen will say: New FER Has Been Started Click on the FER Menu button
The bottom of the next screen will reflect the new FER: FER- Title I, ARRA Supplement (In process)
Click on the FER link
Next you will come to a screen that contains the following information:
Payments Received / Final Expenditure Summary and Approved Budget / Expenditures
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ARRA Final Expenditure Reports
Go through each section on the FER menu screen a checkmark will appear in front of each section after completed.
Final Report Details
After all sections are completed an Audit Your Project button will appear. “Click on it”
Next you will get a Submit FER button. “Click on it” Your FER should now say “Submitted” Email your Administrative Technician in DFP to let them
know it has been submitted.
AT will print, process and send FER to Comptroller’s office.
Comptrollers will release any final monies remaining to LEA and close out the project in FAI.
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ARRA Final Expenditure Reports
IMPORTANT:
**If your total Title I allocation is $500,000 or more, 1% must be budgeted for Parent Involvement (in the 3300 - Community Services line of the budget)
i.e. Regular Title I allocation - $400,000 ARRA, Title I allocation - $200,000
Total Title I allocation is $600,000
*LEA must budget $6,000 (1%) in 3300-Community Services
The $6,000 can be in either the regular Title I budget or the ARRA Title I budget – OR - a combination of both.
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QUARTERLY REPORTS
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Quarterly Reports /Reconciliation of Cash on Hand
Due 10th working day of January, April, July & October
LEA completes/submits Quarterly Reports via FAI system / ED Hub Web Portal
Quarterlies should reflect LEA’s account status through end of quarter
Quarterlies not submitted in a timely manner - could result in monthly program payments being suspended until the outstanding report is submitted
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QUARTERLY REPORT CONTACT:
For questions regarding your Quarterly Report, contact:
COMPTROLLER’S OFFICE(717) 425-6797
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SINGLE AUDIT FINDINGS
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Single Audit Findings
In order to avoid possible
Single Audit Findings:
- Be sure to request “Carryover” if needed
- Be sure to request “Waiver” if needed
- Be sure “Final Expenditure Reports” and “Quarterly Reports” are accurate and filed in a timely fashion.
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Due Dates Consolidated Application
September 30th
Consolidated Amendments 6 weeks after notification to LEA that amendment was
created
Final Expenditure Reports 30 days after project funds are expended, but NLT 9/30
Comparability Report & Assurances November 15th of each year
Quarterly Reports 10th working day of each quarter: Jan, April, July, Oct.
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Resources
Title I Laws (No Child Left Behind Act)
www.ed.gov/legislation/ESEA02/index.html
OMB Circular A-87, Attachment B www.whitehouse.gov/omb/circulars/a087/a087_2004.pdf
EDGAR http://www.ed.gov/policy/fund/reg/edgarReg/edgar.html
Compliance Supplement http://www.whitehouse.gov/omb/circulars/
a133_compliane/04/04toc.html
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DFP Administrative TechniciansContact Information:
Barb Kuhn: 717-783-6901 [email protected]’s: 12, 13, 15, 22, 23, 25
Tracy Rapisarda: 717-787-7117 [email protected]
IU’s: 10, 14, 17, 18, 19, 20, 21, 29, N & D
Daniella Care: 717-787-8631 [email protected]’s: 4, 5, 6, 7, 9, 24, 27, 28
Yvonne Cobb: 717-783-6907 [email protected]’s: 1, 3, 8, 11, 16
Kelly Iorfida: 717-783-6534 [email protected]’s: 2, 26