Application Amendments and Budget Transfers Part 3 Virginia

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Application Amendments and Budget Transfers (Part 3) Virginia Department of Education Office of Program

Application Amendments and Budget Transfers (Part 3) Virginia Department of Education Office of Program Administration and Accountability Title I University, May 21, 2015 Chris Mc. Laughlin

Learning Outcomes for Today’s Session Application Amendments and Budget Transfers (Part 3) The participant

Learning Outcomes for Today’s Session Application Amendments and Budget Transfers (Part 3) The participant will be able to: • Describe Title I, Part A, grant award timeline, obligation requirements, and carryover limitation • Determine window of eligibility for requesting carryover waiver • Implement grant to ensure adherence to fiscal requirements (required obligation of 85% and carryover provision)

Review. . . Application Amendments and Budget Transfers Part 1 (November 13, 2014) Part

Review. . . Application Amendments and Budget Transfers Part 1 (November 13, 2014) Part 2 (February 12, 2015)

Life-Cycle of Grant = 27 Months Title I, Part A July 1 Application Due

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)

Amendments and Budget Transfers • To meet obligation requirements, grant managers are expected to:

Amendments and Budget Transfers • To meet obligation requirements, grant managers are expected to: – submit amendments and correlating budget transfers. – communicate with key stakeholders in the school division to plan adjustments. – monitor OMEGA balances on a monthly basis. • Critical deadlines may require frequent monitoring of the spend down balance

Title I, Part A Grant Amendments are necessary when: • Allocations or reallocations are

Title I, Part A Grant Amendments are necessary when: • Allocations or reallocations 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 • Budget summary

Probable Scenario… 27 Month Process July 1 Due Date Carryover Funds Zero Balance (Amendment

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)

Reminder. . . • An amendment to the 2014 -2015 (FFY 14) Title I,

Reminder. . . • An amendment to the 2014 -2015 (FFY 14) Title I, Part A, grant application is required to reflect revised allocations announced in Superintendent’s Memo # 094 -15. • A corresponding budget transfer request is also required.

Grant Award Timeline Year of Grant Award Total Grant Award Period Deadline to Obligate

Grant Award Timeline Year of Grant Award Total Grant Award Period Deadline to Obligate 85% of Award Deadline to Obligate 100% 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

The “Obligation Clock” is Ticking!

The “Obligation Clock” is Ticking!

What does “Obligate” mean? IF AN OBLIGATION IS FOR -- THE OBLIGATION IS MADE

What does “Obligate” mean? IF AN OBLIGATION IS FOR -- THE OBLIGATION IS MADE -- (a) Acquisition of real or personal property. On the date on which the state or subgrantee makes a binding written commitment to acquire the property. (b) Personal services by an employee of the State or subgrantee. When the services are performed. (c) Personal services by a contractor who is not an employee of the State or subgrantee. On the date on which the state or subgrantee makes a binding written commitment to obtain the services. (d) Performance of work other than personal services. On the date on which the state or subgrantee makes a binding written commitment to obtain the work.

What does “Obligate” mean? IF AN OBLIGATION IS FOR -- THE OBLIGATION IS MADE

What does “Obligate” mean? IF AN OBLIGATION IS FOR -- THE OBLIGATION IS MADE -- (e) Public utility services. When the state or subgrantee receives the services. (f) Travel. When the travel is taken. (g) Rental of real or personal property. When the state or subgrantee uses the property. (h) A pre-agreement cost that was properly approved by the State under the applicable cost principles. On the first day of the subgrant period. http: //www. doe. virginia. gov/federal_programs/esea/title 1/part_a/guidelines _procedures/definition_of_obligation. pdf

Will you beat the clock? Obligate 85% prior to September 30 • Review expenditures

Will you beat the clock? Obligate 85% prior to September 30 • Review expenditures • Review obligations • OMEGA balance verification

Check Balance Remaining

Check Balance Remaining

View Spending Progress Report

View Spending Progress Report

SEC. 1127. CARRYOVER AND WAIVER. • (a) LIMITATION ON CARRYOVER- Notwithstanding section 421(b) of

SEC. 1127. CARRYOVER AND WAIVER. • (a) LIMITATION ON CARRYOVER- Notwithstanding section 421(b) of the General Education Provisions Act or any other provision of law, not more than 15 percent of the funds allocated to a local educational agency for any fiscal year under this subpart (but not including funds received through any reallocation under this subpart) may remain available for obligation by such agency for one additional fiscal year. • (b) WAIVER- A State educational agency may, once every 3 years, waive the percentage limitation in subsection (a) if — • (1) the agency determines that the request of a local educational agency is reasonable and necessary; or • (2) supplemental appropriations for this subpart become available. • (c) EXCLUSION- The percentage limitation under subsection (a) shall not apply to any local educational agency that receives less than $50, 000 under this subpart for any fiscal year.

Eligibility to Request Waiver Request from LEA Eligible to Request Waiver in Future FFY

Eligibility to Request Waiver Request from LEA Eligible to Request Waiver in Future FFY 2014 FFY 2013 FFY 2012 FFY 2011 FFY 2017 FFY 2016 FFY 2015 FFY 2014

Reallocation Process • School divisions that do not meet the 85% obligation requirement are

Reallocation Process • School divisions that do not meet the 85% obligation requirement are subject to reallocation. • Reallocation procedures are provided in Superintendent’s Memo #085 -15.

Communication: Carryover Provisions and Waiver Requests Superintendent’s Memo --Spring

Communication: Carryover Provisions and Waiver Requests Superintendent’s Memo --Spring

Reallocation Timeline

Reallocation Timeline

Communication: Carryover Limitations Superintendent’s E-Mail--Fall

Communication: Carryover Limitations Superintendent’s E-Mail--Fall

Certification of Obligation

Certification of Obligation

VDOE Contact Information: Title I, Part A Lynn Sodat, Ph. D. , Title I

VDOE Contact Information: Title I, Part A Lynn Sodat, Ph. D. , Title I Coordinator Lynn. [email protected] virginia. gov Phone: (804) 371 -2934 Gabie Frazier, Title I Specialist Gabie. [email protected] virginia. gov Phone: (804) 225 -2907 Chris Mc. Laughlin, Title I Specialist Chris. Mc. [email protected] virginia. gov Phone: (804) 225 -2901 Shyla Vesitis, Title I Specialist Shyla. [email protected] virginia. gov Phone: (804) 225 -3711

Questions?

Questions?