New CTE Administrators

1
New CTE Administrators Survival Camp I

• Perkins Federal Funds
• August 14, 2007
• Lorrie Toni, Perkins Director
• 303-595-1565, lorrie.toni_at_cccs.edu

2
What is CTE? What is Perkins?

• The difference between ordinary and extraordinary
  is a little extra.
• CTE approved program must meet some
  requirements that distinguishes it from an
  ordinary class
• The CTE pedagogy allows students hands-on
  experiences that provide relevance to academic
  competencies

3
What is CTE? What is Perkins?

• CTE approved programs link education to business,
  industry and workforce demands
• CTE programs link secondary education seamlessly
  to postsecondary education, providing students a
  clear vision of career success
• CTE represents a thread in the education fabric
  that connects and motivates students

4
What is CTE? What is Perkins?

• CTE assesses its work with specific data
  collection and reporting
• CTE provides leadership training that helps
  students excel in their careers and in their
  communities
• CTE is a premier education delivery system

5
What is CTE? What is Perkins?

• Perkins is some extra money to help these
  outstanding educational delivery systems become
  even better!
• Perkins gives us the opportunity to put a little
  extra into an existing approved CTE program
• CTE adds an extra to the educational fabric
  Perkins adds an extra to CTE

6
What is CTE? What is Perkins?

• Our access to these Perkins Federal dollars gives
  us the opportunity to be leaders in
• Seamless education
• Academic achievement
• Increasing graduation rates at both the high
  school and the postsecondary levels and
• Providing a well-educated workforce that can
  compete in a global economy.
• Perkins funds are directed solely to CTE programs
  and students.

7
Opportunity Comes Complexity - Federal Grants Are
Complex

• Federal Law, State Multi-Year Plan, Rules,
  Regulations, Guidelines
• www.coloradostateplan.org or www.cccs.edu, then
  to Career and Tech Education
• Colorado One-Year Transition Plan
• New Perkins Act (can also purchase from
• www.ACTEOnline.org )

8
The Complexity of Managing Federal Grants

• OMB Circulars www.whitehouse.gov
• EDGAR www.ed.gov/ocfo/grants/edgar/html
• CCCS Perkins Guidelines http//www.cccs.edu/CTE/P
  erkinsFAQs.html
• Caution Not updated as quickly as EDGAR and OMB
  Circulars and the Perkins Act
• EDGAR, OMB Circulars, latest Perkins Act take
  precedence over CCCS guidelines
• State and local procurement rules must always be
  followed.

9
Why Is Perkins So Complex?

• A grant, not an entitlement
• An approved plan and budget
• A collaborative effort
• Specific projects and timelines
• Variance from plan requires approval
• If major, defined as
• Moving 10 of allocation or moving 5,000
  (whichever is smaller) from one of the 3 summary
  categories to another of the 3 summary categories
• Large purchase amounts for one item, require
  pre-approval (Equipment 5,000)

10
Why Is Perkins So Complex?

• Stewards for every taxpayer in the nation!
• Funds available due to a specific law
• Accountability can get lost when going through
  several layers of management
• Federal
• State
• Local
• In some cases, Federal funds are quite large so
  more temptation for abuse

11
How To Avoid Problems

• Manage the grant
• Recommend Monthly review comparing approved
  budget to actual expenditures
• Backup projects ready to go if you have more
  funds available than estimated
• Document, document, document all purchases

12
How To Avoid Problems

• Manage the grant
• Keeper of the plan signature required before
  charging the Perkins account
• Document, Document, Document
• Perkins Committee
• Copies of plan and budget to Grants Accountant
• All signers should read the local plan and budget

13
How To Avoid Problems

• Manage the grant
• Think big supplemental use to enhance
  Perkins is a gift the icing on the cake
  Sufficient size and scope
• Funds can be used to leverage outcomes lead and
  excel the carrot to reward outstanding
  performance

14
How To Avoid Problems

• Manage the grant
• Perkins Law, Section 135, Local Uses of Funds
  categorized by Required and Permissive.
• This means must be able to demonstrate
  Requirements are satisfied before spending on
  Permissive.
• Select projects that best serve all students
  enrolled in CTE approved programs.

15
How To Avoid Problems

• Give attention to Perkins Sub-Indicators
• Teach staff and faculty how to use data as an
  analysis tool
• Understand the requirements of a CTE approved
  program
• Give attention to program renewal dates and
  teacher credential renewal dates
• Understand VE-135 data reporting
• Cross train with other staff members

16
How To Avoid Problems

• Strategic deployment of funds
• Address issues
• District or College
• Community
• Economic
• State
• Federal
• Opportunity to show the exceptional qualities and
  strategies that CTE adds.
• Learn key points that are the essence of managing
  Federal funds.

17
DOCUMENTATION PROTECTS THE OPPORTUNITIES

• Expenditures
• Perkins provides the opportunity to buy one of
  three things (related to CTE)
• People
• Stuff
• Travel
• People purchases
• Can be salaried people, normally on payroll
• Can be hourly or daily people, normally on
  payroll
• Can be independent contractors, not normally on
  payroll

18
DOCUMENTATION PROTECTS THE OPPORTUNITIES

• Expenditures People Purchases
• Salaried people, normally on payroll
• Must have time/effort documentation to show that
  the work done
• Was for an appropriate amount of time per amount
  charged to the grant
• Was appropriate work done related to the Laws
  uses of funds
• Example Monthly timesheet signed by payee AND
  payees supervisor.

19
DOCUMENTATION PROTECTS THE OPPORTUNITIES

• Expenditures People Purchases
• Hourly or daily people, normally on payroll
• Must have time/effort documentation to show that
  the work done
• Was for an appropriate amount of time per amount
  charged to the grant
• Was appropriate work done related to the Laws
  uses of funds
• Example Tutors reports Substitute Teachers
  forms completed date, hours, etc.

20
DOCUMENTATION PROTECTS THE OPPORTUNITIES

• Expenditures People Purchases
• Independent contractors, not normally on payroll
• Must have time/effort documentation to show that
  the work done
• Was for an appropriate amount of time per amount
  charged to the grant
• Was appropriate work done related to the Laws
  uses of funds
• Written contract with deliverables PLUS formal
  evaluation of work provided

21
DOCUMENTATION PROTECTS THE OPPORTUNITIES

• Expenditures Stuff Purchases
• Expensive Stuff Equipment 5,000 each
• Less Expensive Stuff Equipment lt 5,000 and
  Other Resources
• Stuff that gets used up normally within a year
  Supplies (Consumables)
• Software Software, Internet licenses

22
DOCUMENTATION PROTECTS THE OPPORTUNITIES

• Expenditures Stuff Purchases
• Stuff purchased with Federal funds always belongs
  to the Federal government (the taxpayers)
• Know where the stuff is
• Never discard any Federally funded item that
  currently holds a value 5,000 without CCCS
  approval and direction
• Be sure the stuff is for CTE programs or students

23
DOCUMENTATION PROTECTS THE OPPORTUNITIES

• Expenditures Travel Purchases
• In-state Personnel
• Who benefits?
• In-state Students
• Who benefits? Must show how this investment
  serves all students enrolled in approved CTE
  program
• In either case
• Purpose of travel must be documented and approved
• Costs must be reasonable

24
DOCUMENTATION PROTECTS THE OPPORTUNITIES

• Expenditures Travel Purchases
• Out-of-State Personnel
• Who benefits?
• Attention must be given to Perkins Performance
  Sub-Indicators
• Out-of-State Students
• Who benefits? How does this investment serve all
  students enrolled in the approved CTE program?
• Limited to no more than 200 per student
• In either case
• Purpose of travel must be documented and approved
  by CCCS special forms
• Costs must be reasonable
• Public perception is important

25
DOCUMENTATION PROTECTS THE OPPORTUNITIES

• Getting reimbursed for Expenses Paid
• Rachel Erbert, Budget and Data Coordinator
• rachel.erbert_at_cccs.edu, 720-858-2760

26
MAJOR TERMS TO UNDERSTAND

• A-133 Single Audit Report
• Required of any Federal fund recipient who has
  spent 500,000 or more in total Federal funds.
• Stipend
• A personal benefit that is not an allowed cost
  with Federal funds.
• Supplant
• Using Federal funds to pay for expenses that
  normally would be covered by non-Federal funds.

27
MAJOR TERMS TO UNDERSTAND

• Direct costs versus Indirect Costs
• A direct cost can be attributed to a specific
  expense
• An indirect cost cannot be attributed clearly to
  a specific expense examples lighting,
  heating/cooling, etc.
• Consumables
• A useful life of one year or less
• Encumbrances or Accrued Costs
• Costs that have been incurred but not yet paid.

28
MAJOR TERMS TO UNDERSTAND

• Obligation Cannot obligate funds until CCCS
  receives a complete plan and budget

If for Obligation is made
Acquisition of stuff Date of binding written commitment to acquire stuff
People When services are performed
People, Independent Contractor Date of binding written commitment to obtain services
Travel When taken
Leases When used
29
MAJOR TERMS TO UNDERSTAND

• Perkins Contact
• Each fiscal agent recipient has one designated
  contact that is the CCCS official contact for
  Perkins related communications and documents.
  Since this contact has access to spending
  authority and funds reimbursement, the following
  policies are in place
• Only one person per recipient fiscal agent should
  be designated as the official Perkins contact.
  That person should forward items, information,
  etc. to other local staff as appropriate.
• This persons contact information must be
  business contact information, (not a personal
  e-mail address, for example.)
• This contact can only be changed by submitting a
  signed original letter to CCCS on the recipients
  letterhead, signed by someone who is supervisory
  to the contact.

30
MAJOR TERMS TO UNDERSTAND

• Consortia
• Secondary Recipients who cannot qualify for at
  least 15,000 in Perkins allocations (based on
  census bureau population figures) are encouraged
  to join with other smaller size recipients to
  form a consortium.
• Use of funds should be consensus driven, not
  simply reallocating formula amounts
• Projects must serve all members of the consortia
• Allows for meeting the Laws requirements of
  Sufficient Size and Scope.

31
The Perkins Circle of Forms

• January Receive Intent-to-Participate
• February Return signed original Intent-to
  Participate
• March Watch your budgets!
• April Spring training

32
The Perkins Circle of Forms

• May Last date to request approval for major
  revisions is May 1. Next FY allocation amounts
  will be mailed from CCCS to Locals. Previous SY
  Perkins Performance Sub-Indicator Reports also
  sent.
• June Submit Local Plan and Budget by June 30,
  if plan to obligate funds in July

33
The Perkins Circle of Forms

• July Work on Perkins Final Financial Report
• August Perkins Final Financial Report is due
  August 1
• September ALL local plans must be submitted no
  later than September 30
• October Begin Voucher 1 preparation

34
The Perkins Circle of Forms

• November Watch Perkins Budget and Procurements
  All responses to Perkins Final Financial Report
  Queries must be received.
• December Voucher 1 Reimbursement Request for
  Quarter 1 Expenses and Payments must be received
  by CCCS.
• January Process starts again.

35
Perkins Federal Funds

• Lead to CTE Program Quality and Student Success.
• Are protected from being re-channeled into other
  directions.
• Address specific requirements already proven as
  successful strategies for Student Success.
• Provide annual resources to enhance for
  continuous improvement.

36
Perkins Federal Funds

• Each documentation requirement is essentially an
  insurance policy, guaranteeing that funds are
  directed toward quality, improvement and best
  practices.
• The documentation helps assure education reform
  and progress, enabling you and CTE faculty to be
  models of excellence.

37
Perkins Questions?

• We encourage multiple questions, continuously!
• Please call or e-mail, often
• Lorrie.toni_at_cccs.edu, 303-595-1565
• Rachel.erbert_at_cccs.edu, 720-858-2760