Reimbursement Procedures for Title I Charter Schools

School Year 2012-2013Department of Federal and State Programs

Procedures for Reimbursements

Title I funds may be used only for student achievement, staff development, and to build parental capacity. These funds must supplement the regular school program.

• How does this expenditure affect student achievement?

• How does this expenditure affect staff development?

• How does this expenditure increase parental capacity or involvement?

• Is this something that would be required to be purchased if the school was not

Title I? If so, Title I funds may not be used.

Timeline for Financial Requests

A quarterly submission of receipts is required. Any expenses, including salary, submitted outside of the quarter timeline may not be reimbursed.  

• October 12, 2012 (Expenses from July – September)

• January 11, 2013 (Expenses from October – December)

• April 12, 2013 (Expenses from January – March)

• June 13, 2013 (Expenses from April – June)

The last day to submit salary for June expenses for reimbursements is

July 12, 2013.

Procedures for Reimbursements

• An approved School Improvement Plan/Schoolwide Plan must be on file that documents expenses. 

• Submit a completed Title I Checklist for Quarterly Reimbursements signed by principal.

Checklist for Quarterly Reimbursement

Procedures for Reimbursements

• Submit Original Grant Reimbursement Request Letter

• Charter school’s letterhead

• Address on the letter must match the address on file with the District

• Separate letters and packets are needed for multiple funding sources

• Signed in blue ink by a board member

• Copies are not acceptable

Grant Reimbursement Request Letter

Procedures for Reimbursements

• Submit completed Charter School Summary Reimbursement Spreadsheet.

• Submit documentation of expenditures by non-salary/salary and by function.

Documentation of Expenditures

Non-salary expenses

• Copies of cancelled check(s) or bank statement(s)

• Copies of credit card statement(s), if applicable

• Evidence that credit card has been paid (cancelled check)

• Itemized receipts/paid invoices

5150 Classroom expenses (classroom libraries, software, etc.)

6152 Family Involvement expenses (training materials, postage, etc.)

6402 Professional Development expenses (PD books, training materials, etc.)

Title I does not reimburse taxes except for out-of-state travel.

Documentation of Expenditures

Salary expenses• Detailed payroll reports• Federal Grants Charter School Staff Directory• Tutorial documentation, if applicable

5150 Classroom expenses (tutoring, teacher salary, etc.)

6152 Family Involvement expenses (parent liaison salary, PRT, etc.)

6402 Professional Development expenses (stipends, trainers, subs, etc.)

Federal Grants Charter School Staff Directory must be includedwith each packet.

Stipends vs. Part-time In-system (PRT)

• Stipends are used to pay teachers to attend a workshop or training. The only function for stipends is 6402. The rate is usually $20.44 for teachers.

• PRT is used to pay tutors (5150), trainers (6402), temporary parent liaisons (6152), etc.

Documentation of Expenditures

Consultant expenses

• Board approved consultant contract

• Copies of invoices

• Copies of cancelled check(s) or bank statement(s)

• Documentation of services – agenda, sign-in sheets, etc.

• 6402 Professional Development non-salary expenses (PD trainer, etc.)

It is recommended that consultant contracts be all inclusive. If not, follow travel reimbursement procedures.

Documentation of Expenditures

Travel expenses• Per diem per day is allowed for meals based upon school Charter and not exceed federal

guidelines

• No meal receipts are required

• Mileage is reimbursed based upon school Charter and may not exceed federal guidelines

• Copy of the registration form and receipt

• Receipt for air travel

• Receipt for hotel showing a zero balance

• Parking or toll receipts, if applicable

• Agenda/program of the activities

• PBSD 0096 summarizing all expenditures for travel

• Completed Title I Travel Audit Compliance Checklist

Title I does not reimburse taxes except for out-of-state travel.

Sample Title I Travel Audit Compliance Checklist on website

Documentation of Expenditures

Food expenses• Allowed for parent trainings only

• Agenda

• Sign-in sheets

• Itemized receipts

• Parent evaluation of training

• Cancelled check(s) or bank statement(s)

• Title I Food Purchase Audit Compliance Checklist

Title I does not reimburse for gratuity.

Sample Title I Food Purchase Checklist on website

Procedures for Reimbursements

Order packet as follows:1. Quarterly Checklist

2. Request Letter

3. Spreadsheet

4. Non-salary documentation for 5150, 6152, 6402

5. Staff Directory

6. Salary documentation for 5150, 6152, 6402

District Reimbursement Procedures

• Grant Reimbursement Request Packet is date stamped when received.

• Documentation reviewed and verified by Title I Specialist.

• Title I budget manager reviews packet and forwards to Director for final approval/signature.

• If corrections are required, the Title I specialist contacts school.

• If no corrections are needed, the reimbursement will be processed for payment.

Expect payment within 10 business days upon final approval of reimbursement packet.

Complete handbook available on website

Conclusion

• Questions

• Thank you for your attention

• For Title I Charter School support, please contact Ernesto Lontoc, Grant Compliance Specialist(561) 434-8037   PX 48037ernesto.lontoc@palmbeachschools.org