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Fiscal Management of Federal Programs

Fiscal Management of Federal Programs. PAFPC Annual Conference April 15, 16, 17, 2013 Presented By: Administrative Technicians The Division of Federal Programs Pennsylvania Department of Education. Topics to be covered include :. Consolidated Application Carryover & Carryover Waivers

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Fiscal Management of Federal Programs

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  1. Fiscal Management of Federal Programs PAFPC Annual Conference April 15, 16, 17, 2013 Presented By: Administrative Technicians The Division of Federal Programs Pennsylvania Department of Education

  2. Topics to be covered include: • Consolidated Application • Carryover & Carryover Waivers • Amendments • Budget Revisions • Final Expenditure Reports (FERs) • Single Audit Findings • EDNA (EDUCATION NAMES & ADDRESSES) • updating school building information. **Very Important!

  3. Consolidated Application Consolidated Application may consist of one or more of the following projects: • Title I–Improving Basic Programs • Title II, A –Improving Teacher Quality • Title I, D–Delinquent Institutions • Title III - Language Instruction for Limited English Proficient and Immigrant Students

  4. Consolidated Application • Created, completed and submitted electronically via the eGrants system • **Be sure to “Print” hard copy of submitted consolidated application. • must be signed by LEA’s authorized representative • must be mailed to the DFP for processing • All projects within Consolidated Application will have the same start date.**(date LEA may begin obligating program funds).

  5. Consolidated Application • Start date is NOT the date consolidated application is submitted in the eGrants system! • Start date depends upon the following: • Datethe signed, hard copy of consolidated application is received in DFP and … • Signature date (date authorized representative enters next to their signature) • Start date can be as soon as July 1st but never sooner • End date is always September 30th unless LEA requests “carryover.“

  6. Carryover

  7. Period of Availability of Funds • Project funds are available for up to a 15-month period: • ▪2012-13 funds: 7/01/12 through 9/30/13 • LEAs may carry over these funds for one year beyond the original year of funding: • ▪ 2012-13 funds may be carried over until 9/30/14 • *(Extra time to spend project funds, if needed )

  8. Carryover 2 Different Pots of Money – NOT Co-mingled 2012-13 funds 2013-14 funds • *12-13 Carryover funds are NOT added to the 13-14 funds account. • Remains 2 separate accounts • Is documented in budgets AND Final Expenditure Reports • LEA should expend carryover funds BEFORE current year funds Carryover extends the period of use. You are given extra time to spend your $$$.

  9. Carryover • Carryover is NOT “automatic” • LEA must “request” carryover if entire program allocation will not be expended by project end date. (Sept. 30th) • If LEA does not draw down entire project balance in their October 10th Quarterly Report, then LEA must contact DFP to request carryover.

  10. Requesting Carryover • LEA must do the following to request carryover: • Contact Administrative Technician in DFP • Provide project number AND amount to be carried over - Project No: 013-13-2688 - Amount of Carryover: $44,663 • AT will process carryover request for LEA

  11. Carryover LEA can also request carryover when completing Consolidated Application in eGrants: • If LEA knows all 2012-13 funds will NOT be expended by 9/30/13 (when completing 2013-14 application), simply take care of carryover then. • Talk to LEA Business Manager: Get approximate amount of carryover for each project where funds will not be entirely drawn down by Sept 30, 2013. • LEA will enter this amount in project’s “Carryover Section” within Consolidated Application in eGrants.

  12. Carryover • There is no limit on carryover for the following programs: • Title II A – Improving Teacher Quality • Title III – Limited English Proficient • Title I– Improving Basic Programs **Limit of up to 15% of Title I allocation

  13. **Limit on Carryover of “Title I” Funds • LEAs may NOT carryover MORE than 15% of Title I funds… without a “carryoverwaiver.” - Only applies if allocation is $50,000 or more • LEA MUST request carryover waiver from their Regional Coordinator in DFP. • Send email to your RC / Provide reason why needing to carryover more than 15% ** Must be reasonable & necessary • DFP may grant LEA a waiver of this limitation once every 3 years.

  14. LEAs May Only Use Title I Carryover Waiver One Time Every 3-Year-Waiver Cycle: “3-Year Waiver Cycles” Funds 3-year-cycle:Requested in Application: 2007-2008 2008-2009 2008-2009 2009-2010 2009-2010 2010-2011 2010-20112011-2012 2011-20122012-2013 2012-20132013-2014 2013-2014 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 CURRENT 3-YEAR CYCLE

  15. Project Funds / Balances Remaining • Very important LEAs spend down their project funds • USDE looks at LEA project balances late in fiscal year - via FAI system • According to balances it appears many LEAs have a lot of $$ they are not spending • USDE sends letter to Governor’s Office and to PDE – asking why???

  16. Project Funds / Balances Remaining • What LEAs Must Do: • LEA mustrequest correct amount of carryover. • Please make sure your Quarterly Reports line up with what LEA actually expended. • ***LEA’sProgram Personmust clearly communicate info with LEA’s Fiscal Person(who does Quarterly Reports).

  17. Consolidated Amendments - Why & When They Occur - What LEAs need to do

  18. Reasons for Amendments • Final Allocations from USDE • changes in state allocation amounts from USDE • original/preliminary allocations are ESTIMATES • Adjustments for Charter School Students • impact of updated info on charter schools & cyber schools • opening or expanding charter school in your LEA • or increased enrollment in existing ones • New Programs added to Consolidated Application

  19. Types of Amendments: • Upward Amendment -Increase to total consolidated allocation *New signed rider must be submitted to DFP • Downward Amendment - Decreaseto total consolidated allocation - new signed rider is NOT required … ** UNLESS… a New Program has been added

  20. Amendments • Typically occurs in February each year • Regional Coordinators in DFP notify LEAs after final allocations have been loaded into eGrants system. • LEAs should adjust amended project budgets & resubmit via eGrants asap. • 2012-13 Consolidated Amendments due by 3/30/13

  21. Amendments LEAs will: • Log into eGrants & into consolidated application • Go into affected project(s) and update budget pages to reflect the new allocation • For Title I projects: Update Reservation of Funds (ROF) & Selection of Schools (SOS) • ROF - set aside amounts will increase or decrease • SOS – per pupil allocations will need adjusted

  22. Amendments and “Nonpublic Signoff” **If SD serves any Nonpublic (NP) schools: • Any increase or decrease to Title I project may affect NP shares: - Parent Involvement - Professional Development - Summer School • Nonpublic share amounts may need to be adjusted. • SD must share information (increase or decrease of Title I funds) with their NP schools & have them sign off on Title I project again.

  23. Amendments • Update Narrative… only if: • - new project was added and/or • - new allocation will significantly change how program funds will be expended • Resubmit amended project(s) • Title I, Title IIA, Title I Delinquent, Title III • Resubmit Consolidated Amendment

  24. Upward Amendment If total consolidated amount has increased OR a new projecthas been added:Superintendent/CEO must sign & resubmit DFP will mail LEA copy of amended rider & final approval letter after fully approved.

  25. Downward Amendment • If total consolidated amount has Decreasedand no new projects have been added: • Email your Administrative Technician (AT) in the DFPand let them know amendment was resubmitted. • AT will process on our end • DFP will mail LEA copy of amended rider & final approval letter after fully approved.

  26. Budget Revisions

  27. Budget Revisions • Budget Revisions are NOT Amendments - No change in allocation • Budget Revisions are created by LEA • Required when a transfer of funds is to be made to a previously unbudgeted category or… • If actual expenditures (per line item total) show an increase of 20% or more compared to last approved budget. (See next slide)

  28. Budget Revision required if any function code/line item Total increased MORE than 20% from last approved budget.

  29. Budget Revisions • May be submitted any time during the availability of funds (July 1 thru Sept 30). • Recommended to wait until after LEA completes Amendment, funds have been expended and you are ready to do FER. • Reconcile final expenditures with budget • Consolidated Application must be in Approvedstatus in eGrants to do budget revision.

  30. Budget Revisions • Process for Submitting a Budget Revision • LEA creates & completes revision in eGrants • - (Refer to handout/instructions for how to do this) • LEA submits revision **(Must Hit 2 Submit Buttons): • - 1st button resubmits project • - 2nd button resubmits consolidated application • *(2nd button located on consolidated menu screen) • Revision will NOT show up as “Submitted” in eGrants if BOTH buttons are not hit.

  31. Budget Revisions **This is the Consolidated Menu Screen in eGrants Click on Create a Revision for One or More Grants

  32. Budget Revisions * Place a checkmark in program box you need to do budget revision for **Then hit Create Revision button

  33. Budget Revisions and Title I Projects If SD serves any Nonpublic Schools: • Budget revision made to Title I project will require a Nonpublic (NP) signoff. • NP signoff required because any alterations to public program may result in changes to NP program. • LEA will not be able to fully submit revised budget until NPs signoff.

  34. Budget Revisions • After LEA fully submits budget revision: • LEA should email AT after revision has been submitted. • Provide AT with project number & year ex: Project No: 020-13-xxxx or 013-13-xxxx **LEA does NOT need to mail new rider to DFP for Budget Revisions • AT will approve revised budget in eGrants • LEA can do Final Expenditure Report after budget revision has been approved in eGrants.

  35. FINAL EXPENDITURE REPORTS

  36. Final Expenditure Reports (FERs) • FERs “close” projects by reporting that funds have been expended and are in compliance with the approved budget. • LEAs must submit an FER for all federal programs administered via DFP. • DUE DATE for FERs: must be submitted as soon as project funds are expended, but no later than30 days after project end date. • If LEA requested carryover FER will not be due for an additional year. *(Unless funds are expended sooner).

  37. Final Expenditure Reports • FERs are created, completed & submitted via the eGrants system. • **(If you need instructions contact your AT and they will send them to you via email) • Contact your AT in DFP after submitting FER; • - Provide project number (ex: 013-13-xxxx) • AT will process FER & send to Comptrollers office. • Comptrollers will send any remaining $$ to LEA and close out project in FAI system. • **If not reflected in FAI after 30 days, contact your AT.

  38. QUARTERLY REPORTS

  39. Quarterly Reports • - Reconciliation of Cash on Hand - • Due no later than the 10th working day following the quarter just ended: • - January, April, July & October • Quarterlies should reflect LEA’s account status through end of quarter. • LEA completes & submits Quarterly Reports via the ED Hub Web Portal / FAI system • Quarterlies not submitted in a timely manner • - could result in monthly program payments being suspended until the outstanding report is submitted.

  40. QUARTERLY REPORT CONTACT: For questions regarding your Quarterly Reports, contact: COMPTROLLER’S OFFICE (717) 425-6797

  41. SINGLE AUDIT FINDINGS

  42. Single Audit Findings • In order to avoid possible • Single Audit Findings: • Be sure to request “Carryover” if needed • ▪ (If entire project allocation not drawn down by Sept 30th) • Be sure to request Title I Carryover “Waiver” if needed (if over 15%) • Be sure “Final Expenditure Reports” and “Quarterly Reports” are accurate and filed in a timely fashion. (See previous slides for due dates)

  43. EDNA EDUCATION NAMES & ADDRESSES

  44. EDNA **It is Very Important to keep your School Buildings & Authorized Representative InfoRMATION Up-to-Date & Accurate: ----------------------------------------------------------------------------------------------------- • Chief School Administrator Changes and Updates • Updates of School Building Names and Addresses • School Configuration / Reorganization Updates • opening or closing of a school, changing the grade structure of a school ** SEE HANDOUTS ON EDNA UPDATES

  45. Resources Title I Laws (No Child Left Behind Act)www.ed.gov/legislation/ESEA02/index.html OMB Circular A-87, Attachment B www.whitehouse.gov/omb/circulars/a087/a087_2004.pdf EDGAR http://www.ed.gov/policy/fund/reg/edgarReg/edgar.html Compliance Supplement http://www.whitehouse.gov/omb/circulars/a133_compliance/04/04toc.html

  46. DFP Administrative TechniciansContact Information: • Yvonne Cobb: 717-783-6907 ycobb@pa.gov IU’s: 1, 3, 8, 11, 16 • Kelly Iorfida: 717-783-6534 kiorfida@pa.gov IU’s: 2, 26 • Reba Kansiewicz: 717-783-6903 rkansiewic@pa.gov IU’s: 5, 6, 9, 14, 20, 21, 24, 29 • Barb Kuhn: 717-783-6901 bkuhn@pa.gov IU’s: 12, 13, 15, 22, 23, 25 • Tracy Rapisarda: 717-787-7117trapisarda@pa.gov IU’s: 4, 7,10, 17, 18, 19, 27, 28

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