fiscal resources 2013-2014
DESCRIPTION
Fiscal Resources 2013-2014. Central Intermediate Unit #10. Fiscal Topics. IDEA Funding 611 (School Age) 619 (Kindergarten Age or Kindergarten Eligible) Maintenance of Effort Coordinated Early Intervening Services Extended School Year K-Eligible Invoicing Multi-District Transportation - PowerPoint PPT PresentationTRANSCRIPT
Fiscal Resources2015 - 2016
Central Intermediate Unit #10
Fiscal Topics• IDEA Funding
– 611 (School Age)– 619 (Kindergarten Age or Kindergarten Eligible)
• Maintenance of Effort• Coordinated Early Intervening Services• Extended School Year• K-Eligible Invoicing• Multi-District • Transportation• Apartment• Psychiatric Assessments• Access• Incarcerated Youth/Detention Center
611 IDEA Budgets
• Notice of Adoption of Policies and Procedures– Must be signed in blue ink by school district
superintendent or charter school CEO– Submitted with the CIUs IDEA Budget in June– If attending the Superintendent’s Meeting, I will
have them sign– If not – given to special education director to have
superintendent sign– Follow up with and email in early June to
superintendent
IDEA Budgets
• Emailed in July or August, as soon as the school age allocation is final
• Memo emailed to business managers and special education directors
• A copy of the agreement, signed by superintendent or CEO, with the budget must be sent back to the CIU
• Sample IDEA Agreement
• IDEA Budget 2014-2015.xlsx
Using IDEA Funds
• If staff are billing for ACCESS – you should use state or local funds, NOT IDEA funds.
• Staff funded with federal funds should maintain time and effort logs
• Staff funded with federal funds should sign a disclosure statement
Allowable Costs• Extended school year (ESY) programs including ESY
transportation • Training programs for parents, teachers and professionals,
paraprofessionals who work with students with disabilities • Occupational and physical therapy • Hearing impaired services • Vision impaired services • Physically impaired services • Audiology • Assistive technology specialist • Orientation and mobility specialists • Psychiatrists
Allowable Costs, Cont.
• Adaptive physical education • Work experience coordinator and job coaches • Speech therapy • Special education teachers • Clerical staff directly working with allowable professional staff • Teacher’s aides • Bus aides • Assistive devices • Psychological services • Social worker • IEP specified nursing functions
Unallowable Costs• Expenditures made before the beginning date or after the ending date
of an approved project • School transportation (except for field trips, ESY transportation, etc.) • Operational costs for school owned property (rent, heat, telephones) • School administrators • Construction • Business costs • Membership in organizations for individuals • Travel expenses (except for project paid staff or attendance at project
paid activities) • Food, beverages or snacks• Rental costs for IU programs housed in school district operated buildings • Costs related to legal counsel and/or attorney fees
Use of Federal Funds for Access Reimbursable Activities
• Every effort must be made to allocate ACCESS reimbursable costs to state or local funding whenever possible
• If staff are billing for ACCESS – do not pay them out of federal funds
619 Funds
• Similar agreement and budget as 611
• These funds are for 5 year children in kindergarten or kindergarten age eligible children remaining in early intervention
• Relatively small amounts of funds$0.00 - $7,000.00
MoE
Maintenance of Effort• LEAs must maintain the state and local
funding levels for the education of students with disabilities from one year to the next
Exceptions for MoE
• Voluntary departure of special education or related services personnel Retirement – yes Furlough – no
• Decrease in enrollment of children with disabilities
• Termination of costly expenditures for long term purchases
Exceptions for MoE cont
• Termination of exceptionally costly obligation to a particular child with a disability: Student has moved Student has graduated Student no longer needs the program
MoE Adjustments
• If the LEAs IDEA 611 funds exceed the amount from the previous fiscal year, the LEA may reduce the level of expenditures otherwise required for MoE – by not more than 50% of the amount of excess Receives an increase in 611 “Meets Requirements” under sec 616 determinations Has not had action taken against it by the SEA under section
616 Has not had responsibility for providing FAPE taken from it by
the SEA Has not been found by the SEA to have significant
disproportionality under 34 CFR 300.646
MoE Example
2014-15 Allocation: $1,000,000 2013-14 Allocation: $900,000
Increase: $100,000
Maximum Available for MOE Reduction in State or Local Funds: $50,000
MoE Letter from OSEP
Expectations for MoE
PDE Procedures for MoE
• In the spring, PDE will notify school districts and IUs if any districts have not met the requirements for MoE
• School districts are required to complete the Maintenance of Effort Worksheet
• If exceptions are acceptable, school districts will be notified
• If districts do not demonstrate maintenance of effort, they will be required to repay federal funds
Example of MoE Worksheet
West Branch MoE
Coordinated Early Intervening Services and Table 8
• LEAs may be required to use CEIS funds when the state identifies significant disproportionality based on race or ethnicity with respect to:
• The identification of children with disabilities• The identification of children in specific disability
categories• The placement of children with disabilities in particular
education settings• The taking of disciplinary actions
Voluntary use of CEIS funds
• LEAs may use up to 15% of IDEA Part B funds to develop and provide CEIS for students who are currently not identified as needing special education
• Professional development• Behavioral and Educational evaluations to determine
supports needed in regular education• Funds may not be used for evaluations for use in
determining eligibility for special education
CEIS
• Information must be provided to your IU before July 1st of the grant year
• Will not provide CEIS• Will provide CEIS– Projected number of students participating– Additional reporting requirements
Extended School YearIf contracting with the CIU #10 for ESY teacher, itinerant staff or
transportation:
District Special Education Director or district designee completes:
– Spreadsheet for all students receiving ESY, including related service personnel information.
– Transportation form for all ESY students requiring transportation.
– Employee profile sheet for all district staff contracted by IU (do not complete for IU staff contracted by district).
– If ESY teacher differs from student’s regular teacher, IEP team (sending teacher) is responsible for communicating student’s IEP program to ESY teacher.
Extended School Year
• Any changes to teacher hours, teacher or para substitutes, transportation, etc. must be submitted to the IU ASAP to maintain accurate and updated invoicing
• School district administrators must sign all time sheets (including IU related services) in order for personnel to be paid
Extended School Year
• Billing for ESY services for June is completed by August
• Billing for ESY services for July and August is completed by October or November
• Billing is delayed when staff turn in time sheets and mileage late.
Kindergarten Age Eligible Invoicing
• Parents have the ability to withhold children from kindergarten for one year
• If students are in the EI program, the services become the responsibility of the school district
• The IU provides the service, but invoices the district of residence for the cost of the service
K Eligible Invoicing• School Districts will receive four invoices in a fiscal
year from the CIU #10 Preschool Early Intervention Program– July – August– September – November– December – February– March – June
• Districts will receive a main invoice with total cost for the cycle
• Invoice will also be broken down by student, month, attendance, and services received
Multi-District Budget
Multi District Summary
Multi District Example
Transportation
• Districts are responsible for the transportation of their students
• If needed, districts can request that the CIU #10 provided transportation for students
• Transportation includes:– Travel to and from and between schools– Specialized equipment – Travel to and from community based sites for the
purpose of instruction and work experience– Contact: Carol Owens 342-0884 ext 3041
Transportation
• Transportation Request
• Community Based Instruction Form
Apartment Project
• Cost of rent and utilities are shared by the participating districts
• Last year’s cost per LEA: $1,2000
• Apartment Procedures
Psychiatric Evaluations
• The Central Intermediate Unit Contracts with Sunpointe Health to provide four (3) psychiatric evaluations per month
• Districts may schedule an appointment on the second Tuesday of each month through the CIU website: Psychiatric Appointments
• Districts will be billed $400 per appointment + 6% service charge
Access
• Billing for IU services:– It is important for the home district to obtain the
following information and provide a copy to the IU:• Physician’s Authorization Form• Parent Permission• Current IEPIf the IU has to obtain physician’s authorization, the district will be billed the physician’s fee
Access• The IU checks caseloads in Darts to ensure all
students are checked for MA eligibility• The IU uploads OT, PT, Speech, Hearing and
Orientation and Mobility from Darts into the Easy Trac system.
• PCA logs are completed by one of two ways:– Pen and Paper and then retyped into easytrac– PCAs directly log into the easytrac system
• The IU uses reports from PCG to determine monies that LEAs will receive (after 7.5% administrative fee)
CIU #10 Access Funds
• You receive updates from Abby Danko, Administrative Assistant
• 14-15 Access Funds
• 14-15 Total Amounts
Requesting Access Funds
District Request for CIU #10 Access Funds
• They must be used within the special education program;
• They may not be used to supplant professional positions that the LEA has been supporting;
• They may not be transferred to the district general fund and used outside the special education program.
Access
Direct Billing – Done through Easy Trac System• Student Information• Direct Service Provider Information• Logging of Student Services• Information is uploaded by PCG for Medicaid Billing
District Access Billing
• Direct Billing – Done through Easy Trac
• Random Moment Time Study – Quarterly Information– Staff Pool– Calendars
• Cost Settlement – Yearly Information
Random Moment Time Study
Random Moment Time Study
Year Long Process Cycle 1. Collect Staff Pool Lists and school calendars
(done prior to quarter)2. Participate in the Random Moment Time
Study (during quarter)3. Report allowable expenditures (after the
quarter)4. Medicaid Administrative Claim certified and
submitted
Random Moment Time Study
Participants are emailed a “moment”
1. Were you working during your sampled moment? (If the answer is “no” the survey ends)
2. Who was with you?3. What were you doing? 4. Why were you doing this activity? 5. Is this activity regarding a Special Education
student? 6. Is the service you provided part of the child’s IEP?
Random Moment Time Study
• Participation Rate is extremely important
• Direct Service• Administrative – Teachers, Administrators,
Administrative Assistants
Random Moment Time Study
• Frequently Asked Questions
Cost Settlement
• Done through the Medicaid Cost Reporting and Claiming System
• Districts enter actual costs for a fiscal year
• Direct Medical Percentage and IEP ratio are used to determine Medicaid Allowable costs
• Calculation is completed using:– Total Medicaid Allowable Costs – Medicaid Interim
Payments = Cost Settlement
Additional Programs Billed to Districts
• Incarcerated Youth:– IU operated programs in each county prison– The school district where program is located
receives bills from the IU for costs for running programs
– Information is reported to PDE– PDE reimburses host district for students receiving
services from other districts
Additional Programs Billed to Districts
• Detention Center– IU operated program in Bellefonte Area School
District– IU bills home district directly – Budget is reconciled at the end of the year –
districts may receive refund
New for 15-16
• Risk Assessment