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LASAFAP Spring Conference

LDE PresentationAgenda

eGMS Issues FY 06/07 Update FY 07/08 Update FY 08/09 Application

Preparation Break 10:00 – 10:30 FY 08/09 Federal Grants

Update

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eGMS Issues

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Checking the Status of Your Application

• You can check the Review Summary to track your applications and amendments

Create Application Button

Review Summary Button – to check

the status

Create Amendment Button to view and add

in supplements

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Checking the Status of Your Application

Here you can see exactly where your application is and whether or not it has been accepted or rejected by reviewers thus far.

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Removal of Expired Funds

Expired funds will soon be removed from your eGMS budgets

For IDEA and Preschool this will be 05/06 funds that expired 9/30/07

For the Titles, this will be 04/05 funds that expired 9/30/07

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Removal of Expired Funds

If you have a fund balance from these years you will see a reduction in your allocation and you will be over-budgeted on the affected pages

You will need to reduce these budgets through an amendment

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FY 06/07 Update

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FY 06/07 Fund Balances Review of FY 06/07 Carryover balances

based on 9/30/07 PER Requests for Waivers will be going out

to all LEAs that have exceeded the 15% cap in Title I and the 25% cap in Title IV

We do not have a waiver from USDOE for FY 06/07, so this waiver will count towards your limit of one every three years.

Everyone starts fresh this year - #1 for anyone making a request

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FY 06/07 Fund Balances Requests for Waivers under Title I

should be sent to Bernell Cook with the Division of Education Improvement and Assistance

Requests for Waivers under Title IV should be sent to Terri Byrd with the Division of School and Community Support

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FY 07/08 Update

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FY 07/08 eGrant Application Status

109 Applicants for the 2007-2008 Funding Year•73Approved Applications

•20 Have Yet to Submit

•16 Pending Approval

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Final FY 07/08Allocations will be available at the end of March•These are currently pending

release of the 2/1/07 SIS data

•You will need to revise your budgets to include these final supplements

FY 07/08 Allocations

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Budget Amendments for FY 07/08 If you have an application or amendment

pending at LDE when the supplements are loaded, one of two things will occur:• If the application is rejected for modifications, you

will have to include the most current allocation amounts prior to resubmitting

• If the application is approved, you will have to create a new amendment to both view and budget the new allocation amounts

You must submit an amendment with your revised allocations budgeted within 60 days in order to avoid an interruption in payments.

*The amendment does not have to be approved.

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Periodic Expense Reports

6/30 Periodic Expense Reports (PER)•6/30 PERs must be completed on all programs

for year end close out and submitted by 7/15/08

•This report should reconcile your expenditures for the entire fiscal year

•This report determines your roll over amount

•The approval of your 6/30 PER triggers the roll over funds that will be released into your FY 08/09 application budget

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FY 08/09 Application Preparation

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FY 08/09 eGMS Updates

FY 2008/2009 eGMS Applications•Applications inclusive of your

tentative allocations will be available on April 1, 2008

•Applications will be due on or before June 1, 2008

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FY 08/09 eGMS Updates

FY 08/09 Tentative Allocations•Projecting at 90% of FY 08 for Titles I,

II and III along with IDEA Part B and IDEA Preschool

•We anticipate a decrease in Title IV funding and we are projecting that the tentatives will be at 80% of the final FY 08 allocation

•Title V will not be funded in FY 08/09

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Tips for Budgeting in eGMS

You may not supplant local or state funds with these federal dollars•For IDEA, you may not supplant other federal

funds either You may not both direct charge a cost and include

it in your indirect cost pool You may not budget unallowable costs as set forth

in Superintendent Pastorek’s memo from August 27, 2007

Use the links in eGMS - • Instructions•NCLB & IDEA statute and Guidance•OMB Circular A-87

Use the links to the Object Codes and Education Improvement Codes (EIC) to assist you in determining how to code appropriately

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Related Benefit coding should follow the coding of your salaries

All Parental Involvement and Homeless costs should be coded to EIC 31

EIC 23 is for Professional Development costs. PD travel, consultants’ fees, PD supplies, PD stipends and substitutes for teachers participating should be under this code

Common Errors in eGMS

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All tuition costs for School Board personnel should be coded to Object Code 200

Tuition and stipends for non public employees should be coded to Object Code 500

Supply sufficient detail for supplies, travel and property

Indirect Cost is not budgeted automatically – the maximum amount is calculated and you have to enter the amount you choose to budget

Common Errors in eGMS

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Title IV•Student Incentives are not allowable

under Title IV•You may only implement research

based programs •Administrative Cap of 2%•Security Cap

You may only budget up to 20% of your grant for security supplies and equipment

You may budget up to 40% of your grant for security personnel and training

You may not exceed 40% total and never over 20% for supplies and equipment

Common Errors in eGMS

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Program Specific Application Preparation

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Title I Intent and Purpose (SEC1001)

Meeting Educational Needs of Low-Achieving Children

Closing the Achievement Gap Between High and Low Achieving Children

School, LEA, and State Accountability to Improve Academic Achievement of All Students Especially in Low Performing schools

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Title I Intent and Purpose (SEC1001)

Distributing and Targeting Resources Sufficiently to Make a Difference to LEAs and Schools Where Needs are Greatest

Providing Greater Flexibility to Schools and Teachers

Involving Parents in the Education of their Children

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Factors for Prompt Approval

Submit Before LDE Monitoring Begins

Timely Addressing of Requested Modifications

Clarity of Budget Details Strategy Planning Worksheet

Evaluation Complete

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Factors for Prompt Approval

Title IV Programs Title II & V Program Specific

Pages Complete Upcoming Adjustments

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Submission Before Monitoring

September 2008 (Beginning of Monitoring Season)

April 1st Live application (tentative allocations)

June 1st Submission Due Date

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Addressing Modifications Timely

Retrieve Checklist for all Reviewers

Contact LDE for Clarity LDE Email Modifications

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Clarity of Budget Detail

Highlight Set-Asides Highlight Supplemental

Positions/Activities Proper Identification of

Administration Cost

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Clarity of Budget Detail

Title I Equitable Services -Teacher/Paraprofessionals

-Computer Technician -Supplies -3rd Party Providers -Reservations (i.e. PD, Parental

Involvement, Instructional Programs)

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Strategy Planning Worksheet Evaluation

Component

Data Analyzed Personnel Responsible Timelines (Formative and

Summative Assessments)

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Upcoming Adjustments

SES/Choice Pages (If Applicable) Private School Proportional Share

Computation Automatic Possible EIC Adjustment for Title I

Budget Only

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FY 08/09 Federal Grants Update

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FY 08/09 Federal Grants Update

Current LDE Process:• LEAs have been allowed to obligate

funds on July 1 regardless of the submission date of their application

• Example: Submission Date: December 31, 2007 Approval Date: February 15, 2008 Obligations allowed retroactive to July

1, 2007

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FY 08/09 Federal Grants Update

EDGAR 76.708 reads as follows: . . .to make subgrants on the basis of a

formula, the State may not authorize an applicant for a subgrant to obligate funds until the later of the following two dates:(1)The date that the State may begin to

obligate funds; or(2)The date that the applicant submits

its application to the State in substantially approvable form

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Substantially Approvable:

Definition:•eGMS – once an application is

successfully submitted to LDE it is considered substantially approvable

•Paper applications – once an application is submitted with all required components inclusive of original signatures it is considered substantially approvable

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FY 08/09 Federal Grants Update

FY 08/09 LDE Process:• In order to obligate funds

beginning July 1, LEAs must submit a substantially approvable application on or before July 1

• Example: Submission Date: December 31, 2007 Approval Date: February 15, 2008 Obligations allowed retroactive to

December 31, 2007

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FY 08/09 Federal Grants Update

A memo detailing these changes will be forthcoming

The memo will provide a schedule of conference calls for LEAs to participate in to discuss this policy change

LEAs will be able to submit questions regarding this change for both electronic and paper grants to egms@la.gov prior to the calls so that they may be addressed by the LDE

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To visit our website Go to-

www.louisianaschools.net Tab to the bottom of page Click on Management/Finance

tab Click on Education Finance Click on Grants

• This page contains information on the Grants Management Unit:

Budget FormsQuick Reference GuideLAUGHAllocations

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Questions Budgets/Allocations

• Mary.Cavalier@la.gov• Amanda.Joyner@la.gov• Rashaunda.Matthews@la.gov

Phone: (225) 342-6311 Fax : (225) 219-4205

eGMS• Jason.Berard@la.gov

Phone: (225) 342-0320 Payments

• Babs.Myers@la.gov Phone: (225) 342-3780

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