DFP FISCAL WORKSHOP:

1
DFP FISCAL WORKSHOP
Everything You Wanted to Know About Fiscal
Requirements, But Were Afraid to Ask
2

• RESERVATION OF FUNDS

3
RESERVATION OF FUNDS

• Title I regulations allow LEAs to reserve funds
  as are reasonable and necessary for certain costs
  and programs before distributing funds to
  schools.
• Reserving funds does not affect the minimum
  allocation required in LEAs serving a school or
  schools below 35 low income in your Selection of
  Schools, School Ranking section.

4
RESERVATION OF FUNDS

• The format of the Reservation of Funds Screen
  will appear slightly different this year.

5
Reservation of Funds (ROF)
6
RESERVATION OF FUNDS

• How Do You Determine Required Set Asides?
• Example
• Base Title I Allocation 400,000
• () Total Neglected Allocation 5,000
• () Total Carryover Funds
  (not
  remaining in Home Building(s)) 50,000
• 4. () Funds Transferred Into Title I
  4,500
• (from Title IIA, Title IID, Title IV or Title V)
• Total Amount of Required Set Asides 459,500

7
RESERVATION OF FUNDS

• REQUIRED SET ASIDES (if applicable)
• Parent Involvement/Community Services
• Professional Development
• Neglected Allocation

8
RESERVATION OF FUNDS Required Set Asides
Continued

• Parent Involvement/Community Services
• LEA Must Reserve a Minimum of 1 of their Title I
  Allocation for Parent Involvement Services
  Activities IF.
• IF the LEA receives MORE than 500,000 for Title
  I

• Example
• Title I allocation 600,000
• 600,000 x 1 6,000
• Minimum amount to reserve would be 6,000

9
RESERVATION OF FUNDS Required Set Asides
Continued

• Professional Development
• LEA must set aside a minimum of 5 (up to a
  maximum of 10) of their Title I allocation for
  Professional Development if there are any
  teachers in the district that do not meet the
  definition of highly-qualified under NCLB or
• If there are any paraprofessionals not meeting
  the new requirements under NCLB.

10
RESERVATION OF FUNDS Required Set Asides
Continued

• Neglected Allocation
• If LEA agrees to provide Title I Services to any
  Neglected Institution(s)
• And is receiving Title I funds generated from
  said Institution
• Then LEA must Set Aside the Neglected Title I
  allocation and use this money to provide Title I
  Services to the Institution

11
RESERVATION OF FUNDS

• SCHOOL IMPROVEMENT SET ASIDES
• Only Applies to LEAs with Buildings Identified
  for Title I School Improvement
• School Improvement School Choice
• School Improvement Supplemental Educational
  Services (SES)
• Financial Incentives and Rewards (Optional)

12
RESERVATION OF FUNDS School Improvement Set
Asides Cont.

• School Choice
• If School Building(s) is Identified for Title I
  School Improvement (Does Not Make AYP for 2
  Consecutive Years), it Must Set Aside an Amount
  Equal to 20 of its Title I Allocation for School
  Choice
• Supplemental Education Services (SES)
• If School Building(s) Does Not Make AYP for 3
  Consecutive Years it Must ALSO Set Aside Funds
  for SES
• Funds to meet these set asides may come from
  other funding sources
• The total of both the SES and School Choice set
  asides must equal 20 of school building(s) Title
  I allocation

13
RESERVATION OF FUNDS School Improvement Set
Asides Cont.

• The Total of Both the SES and School Choice Set
  Asides Must Equal 20 of School Building(s) Title
  I Allocation
• Example
• Title I Allocation 600,000
• School Choice Set Aside 60,000
• SES Set Aside 60,000
• Total Set Aside 120,000

14
RESERVATION OF FUNDS School Improvement Set
Asides Cont.

• Financial Incentives and Rewards
• OPTIONAL
• May be offered to teachers who serve Title I
  students in schools identified for school
  improvement for the purpose of attracting
  qualified and effective teachers.

15
RESERVATION OF FUNDS

• LEA IMPROVEMENT SET ASIDES
• Only Applies to Districts Identified for Title I
  School Improvement
• School Building Set Aside
• Professional Development
• The total of both the Professional Development
  set aside and the School Building set aside must
  equal 10 of your district Title I allocation.

16
RESERVATION OF FUNDS OPTIONAL SET ASIDES

• Community Day Programs
• Homeless
• Indirect Costs
• Audit
• Operations and Maintenance
• Professional Development
• Pupil Transportation
• Pre-School Programs
• Program Evaluation
• Salary and Fringe Benefit Differentials
  (Longevity)
• Summer and Intersession Programs
• State and Federal Liaison

17
RESERVATION OF FUNDS

• VERY IMPORTANT !
• The sections of eGrants pertaining to Title I are
  very interdependent.
• The Secret to keeping the numbers/amounts stable
  is to complete the sections in the order they
  appear on the Title I menu.
• Always complete the Neglected Institutions
  section BEFORE completing the sections below it.
• Always complete the Carryover section BEFORE
  completing the Reservation of Funds.
• Always complete the Reservation of Funds BEFORE
  completing the Selection of Schools.

18
RESERVATION OF FUNDS - Complete each section in
order
19
SELECTION OF SCHOOLS
20
Selection of Schools

• SECTION B
• Used to identify your Low-Income Students
• TANF (Temporary Aid for Needy Families)
• Free and Reduced Lunches
• Census Poor
• Medicaid
• Duplication of names must be chosen if one or
  more data source is used
• Feeder Pattern

21
Selection of Schools (cont.)

• Next the LEA decides the following
• Attendance Area Counts the TOTAL number of
  children that reside in the attendance area of
  the School District (Nonpublic Included)
• Enrollment Area Counts the PUBLIC children that
  are ENROLLED in the District
• The same data source must be used consistently
  across the LEA.

22
Selection of Schools (cont.)

• School Building Information
• This section contains the information for each
  building in the District, such as
• Grade span
• Total Students
• Low-Income counts
• Non-public countsetc

23
Selection of Schools (cont.)

• School Ranking page
• Eligibility of each building
• Choose the procedure used to determine
  Eligibility of each building
• by District
• by Grade Span Grade Average
• by Grade Span Use District Average
• 35 Rule
• No Overlap of Grade Span
• Exempt (LEA Enrollment less than 1000 students)
• Approved Waiver

24
Selection of Schools (cont.)

• Per Pupil Allocation
• Take the available funds (which you determined
  from your Reservation of funds page) and divide
  it by the number of low-income students. This is
  your starting point for your Per Pupil
  Allocation.
• After inputting this figure in the grid, remember
  to hit the update button
• Review the amount remaining and try to get this
  number as close to 100 or less

25
Selection of Schools (cont.)

• The rest of this page shows the following
  information
• Neglected Entitlement (if applicable)
• Nonpublic share (if applicable)
• Nonpublic share of Professional Development
• Nonpublic share of Parent Involvement
• Nonpublic share of Summer School

26
Selection of Schools (cont.)

• Title I Participants Staff
• This section contains each Eligible building from
  the Ranking page complete with the following
  information
• Participating Public Students
• Participating Nonpublic Students
• Participating Neglected Students
• FTE (Full-Time Equivalency) Staff

27

• BUDGETING SECTION

28
Budgeting

• Budget entire allocation
• Budget page has three different sections
• 1490 through 1490-6
• Year 2007-2008 will change to 1190
• 2100 through 2400
• 2600 through 3300

29
udgeting

• Equipment information
• 1500 or more per item
• Software is NEVER equipment regardless of price
• Small and Attractive Items
• Physical inventory must be taken once every two
  years
• Disposition of equipment

30
udgeting cont.

• Supplies Information
• Provide a brief description of services listed if
  objects 300, 400, 500 or 600 are selected
• Parent Involvement
• 1 if over 500,000
• Function 3300
• Title III
• Staff Development / 2 Cap on Admin Services

31
BUDGET REVISIONS/AMENDMENTS
32
Budget Revisions

• Approved Status
• 20 Variance
• Equipment Changes
• Revisions are due by end of project period
• Link for creating revision

33
Amendments
34
Amendments

• 2007-08 Consolidated Applications may be amended
  for two reasons
• Change in Allocations from preliminary amount to
  final amount
• - AND/OR -
• Impact of updated data on charter school and
  cyber school enrollments for 2007-08
• Amended amounts will be updated in eGrants as
  soon as information is available from USDE.

35
Amendments

• Division of Federal Programs will notify the LEA
  with
• The name of the program
• Amount of the amendment
• DFP Technicians will
• Create the amendment (update the amount)
• Put the consolidated application and program back
  to IN PROCESS status to allow editing by the
  LEA.

36
Upward Amendments-LEA Action

• Go into the affected project(s) on eGrants
• Update the budget pages to match the new
  allocation
• Update the narrative, if necessary, to reflect
  changes in program as a result of the adjusted
  dollar amount
• Submit project consolidated app. on eGrants
• Print out a new Rider
• Have the Superintendent sign it
• Mail to our Division for processing

37
Downward Amendments

• Repeat same steps as upward amendment through and
  including the electronic submission on eGrants
• Notify DFP that amendment has been submitted
  Technicians will complete processing, no paper
  submission is necessary

38
FINAL EXPENDITURE REPORTS
39
Final Expenditure Reports

• Due Dates/Carryover
• Form
• Online/Submit
• FER Instruction Guide
• Financial Accounting Information
• Equipment

40
Contact Information

• Alicia Lee 717-783-6901
• alee_at_state.pa.us
• Kelly Iorfida 717-783-6543
• kiorfida_at_state.pa.us
• Terri Jo Proctor 717-787-7135
• tproctor_at_state.pa.us
• Tracy Rodriguez 717-787-7117
• trodriguez_at_state.pa.us