Application Amendments and Budget Transfers Part 1 Virginia

Application Amendments and Budget Transfers (Part 1) Virginia Department of Education Office of Program Administration and Accountability Title I University, November 13, 2014 Chris Mc. Laughlin

Learning Outcomes for Today’s Session Application Amendments and Budget Transfers (Part 1) The participant will be able to: • State the purpose of application amendments • Write and submit an amendment for budget purposes • Write and submit an amendment for programmatic changes

Amendments are Required! § 76. 702 Fiscal control and fund accounting procedures. A State and a subgrantee shall use fiscal control and fund accounting procedures that insure proper disbursement of and accounting for Federal funds. § 76. 770 A State shall have procedures to ensure compliance. Each State shall have procedures for reviewing and approving applications for subgrants and amendments to those applications, for providing technical assistance, for evaluating projects, and for performing other administrative responsibilities the State has determined are necessary to ensure compliance with applicable statutes and regulations. Education Department General Administrative Regulations (EDGAR), Title 34

Amendments are Required! § 200. 308 Revision of budget and program plans. (a) The approved budget for the Federal award summarizes the financial aspects of the project or program as approved during the Federal award process. It may include either the Federal and non-Federal share (see § 200. 43 Federal share) or only the Federal share, depending upon Federal awarding agency requirements. It must be related to performance for program evaluation purposes whenever appropriate. (b) Recipients are required to report deviations from budget or project scope or objective, and request prior approvals from Federal awarding agencies for budget and program plan revisions, in accordance with this section.

Life-Cycle of Grant = 27 Months Title I, Part A July 1 Application Due 100% (27 months) Grant Life Cycle 85% Obligated Prior to September 30 (15 months)

Grant Award Timeline Year of Grant Award Total Grant Award Period Deadline to Obligate 85% of Obligate 100% Award of Award Deadline to Request Reimbursement for ALL funds FFY 2014 (2014 -2015) July 1, 2014 – Sept. 30, 2015 Sept. 30, 2016 Nov. 15, 2016 Sept. 30, 2016 FFY 2013 (2013 -2014) July 1, 2013 – Sept. 30, 2014 Sept. 30, 2015 Nov. 15, 2015 Sept. 30, 2015 FFY 2012 (2012 -2013) July 1, 2012 – Sept. 30, 2013 Sept. 30, 2014 Nov. 15, 2014 Sept. 30, 2014

Perfect world… Submit grant. No changes needed during 27 months. Grant expenditures match original plan to the penny.

Possible World… 27 Month Process July 1 Due Date Carryover Funds Zero Balance (Amendment 3) Award Figures Released (Amendment 1) Fall 85% Spend Down Plan (Amendment 2)

Probable Scenario… 27 Month Process July 1 Due Date Carryover Funds Zero Balance (Amendment 6) Budget Adjustment (Amendment 5) 85% Spend Down Plan (Amendment 4) Award Figures Released (Amendment 1) Programmatic Change (Amendment 2) Federal Award Adjustment (Amendment 3)

Clear & Concise Communication

Amendment Process

Application: Amendments

Application: Amendments You may want to note changes within the detailed budget description. This process is optional, but the grantee and VDOE reviewer may find it beneficial. Original Amendment

Application: Amendments Please do not do the following: 1. List a string of codes indicating several line items. This system typically takes the writer a great deal of effort and is often difficult for the reviewer to understand.

Application: Amendments Please do not do the following: 2. Reference prior communication, either verbal or written, with the Title I specialist. The information within the grant amendment needs to be clear and stand alone. Based on the example below, the reviewer(s) cannot identify the modifications to the grant that are being made.

Title I, Part A Grant Amendments are necessary when: • Allocations are announced via VDOE Superintendent’s Memos • The division needs to make programmatic changes • The division needs to change the projected budget; including moving funds between object codes Amendments should include: • Amendment number and description of changes on cover page of application • Modifications to application such as: • Program narrative • Detailed budget description • Object code budget

VDOE Contact Information: Title I, Part A Lynn Sodat, Ph. D. , Title I Coordinator Lynn. Sodat@doe. virginia. gov Phone: (804) 371 -2934 Gabie Frazier, Title I Specialist Gabie. Frazier@doe. virginia. gov Phone: (804) 225 -2907 Chris Mc. Laughlin, Title I Specialist Chris. Mc. Laughlin@doe. virginia. gov Phone: (804) 225 -2901

Questions?