Download - LASAFAP Spring Conference LDE Presentation
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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 [email protected] 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
• [email protected]• [email protected]• [email protected]
Phone: (225) 342-6311 Fax : (225) 219-4205
eGMS• [email protected]
Phone: (225) 342-0320 Payments
• [email protected] Phone: (225) 342-3780
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