Capital Funds Request (CFR) Webinar

1. Capital Funds Request (CFR)Webinar September 20, 2012

2. Capital Funds Request (CFR) Guidelines for Requesting the use of Capital Funds CFR Form CFR Instructions Guidelines to Record Capital Spending Contact Information Fall KASBO Conference

3. Guidelines for Requesting The Use of Capital Funds HB 265, 2012 Regular Session CFR Form and Instructions are located at: http://www.education.ky.gov/KDE/Administrative+Resources/Finance+and+Funding/School+Finance/Capital+Funds+Request.htm CFR webpage contains the following documents: Guidelines for Requesting the Use of Capital Funds Capital Funds Request Form Capital Funds Request Instructions Guidelines to Record Capital Spending

4. CFR Form Form

5. CFR Instructions Qualified Expenditures Funding Considerations Supporting Documentation Submission Process

6. Qualified ExpendituresNo BG-1 Required Operating expenditures such as salaries, insurance, utilities, etc. KISTA bus debt service principal and interest (cash only). Note: Debt service payments for construction bonds (cash only) NO CFR required

7. Qualified ExpendituresWith BG-1 Projects that are NOT on the District Facilities Plan in Priorities 1 through 4: Maintenance projects Renovation of buildings that are less than 30 years old Additions that exceed the requirements of 702 KAR 4:180 Athletic projects KISTA Energy projects (cash)

8. Qualified ExpendituresWith BG-1 Projects that ARE on the District Facilities Plan in Priorities 1 through 4 BUT are minor and would not qualify for the use of restricted funds: Renovation addressing only one building system Note: Construction projects already included on District Facility Plan Priorities 1-4 NO CFR required

9. Funding ConsiderationsInitial Request Capital Outlay and Building Funds: Beginning Balance Capital Outlay and Building Funds from SEEK calculations. Prior year carryover amount Interest earned SFCC Escrowed amount—Current and/or Prior Offers (with SFCC approval)

10. Funding ConsiderationsInitial Request Enter amounts for Initial request one time only! For Subsequent request(s), enter new/additional amounts as they become available.

11. Funding ConsiderationsInitial Request Construction Fund: “Residual funds” from closed BG-1 projects that have been submitted and approved through the BG-4 process. Reduction in funds committed to a project, as reflected on the FIRST Revised BG-1 ONLY.

12. Funding ConsiderationsInitial Request Construction Fund: Do not forget to include associated BG-1# Interest earned on the project are subject to the same restriction as original funds.

13. Funding ConsiderationsSubsequent Request(s) NO New/Additional Funding Amount: Begin with Line 13 “Previous Remaining Available Capital Funds” = Amount shown on Line 17 of Previous CFR submitted. New/Additional Funding Amount(s): Enter additional funding information in appropriate line(s). Enter amount in Line 13 “Previous Remaining Available Capital Funds” NEW or Additional amount ONLY!

14. Funding ConsiderationsCapital funds commitments Fund 310 and Fund 320 BG-1 Cash (Line 14b): Only BG-1 cash expenditures not associated with any CFRs. Initial Request: Enter Total of all Approved BG-1 cash amounts up to request date. Subsequent Request: Enter Net Increase of all Approved BG-1 cash amounts since previous CFR.

15. Funding ConsiderationsSchedule A Funding ConsiderationsSchedule A: Expenditures Items to be completed on Schedule A: MUNIS Org Code MUNIS Object Code MUNIS Project Code Description Expenditure Amount Requested Associated BG # (if applicable)

16. Funding ConsiderationsSchedule A Funding ConsiderationsSchedule A: Expenditures Note: If Expenditure line items exceed space provided in Schedule A: Enter TOTAL amount for that Object Code (such as “0522 Property Insurance”) in one line, and attach separate table showing details.

17. Funding ConsiderationsSchedule A Funding ConsiderationsSchedule A: Expenditures CFR CFR Requested Expenditures: If associated with a BG-1, Initial BG-1Total Bid cost amount from Capital Outlay or Building funds as appear on BG-1 First Revised BG-1Total Increase in Bid cost amount from previous BG-1 from Capital Outlay or Building funds

18. Supporting Documentation Supporting Documents Required with a CFR: 1. BG-1- For expenditures associated with construction of facilities not previously on construction plan, Priority 5 projects, etc., as previously discussed.

19. Supporting Documentation Supporting Documentation 2. SFCC Approval Email: for utilization of Escrowed SFCC restricted Capital Outlay and Building funds including interest earned (First request to use such funds only). 3. Debt Service Schedule (Net of Federal Rebates) for the fiscal year: may be obtained from districts’ fiscal agents (First request only).

20. Submission Process Submit CFR and Supporting Documentation to Kentucky Department of Education (KDE) by Email to Division of District Support, Denise Hartsfield at denise.hartsfield@education.ky.gov Deadline for submission is May 31.

21. Guidelines to Record Capital Spending Guidelines to record capital spending can be found at: http://www.education.ky.gov/KDE/Administrative+Resources/Finance+and+Funding/School+Finance/Capital+Funds+Request.htm

22. Contact Information Contact Information Construction or BG-related questions: Tim Lucastim.lucas@education.ky.gov (502) 564-4403 Ext. 4407 CFR form and process questions: Pari Ziebartpari.ziebart@education.ky.gov (502) 564-4403 Ext. 4415

23. Contact Information Contact Information General questions concerning CFR: finance.reports@education.ky.gov KDE staff will ensure you get an answer to your question within 24 hours.

24. Fall KASBO Conference Contact Information KDE management will have a session on Capital Funds Request at the Fall KASBO Conference on Thursday, November 15, 2012 at 9:00 a.m.