Transcript Slide 1

Federal Fiscal & Reporting
Requirements
Stolen From:
Janice Hay, Finance Coordinator
Amended by:
Amelia Courts
Title III Directors’ Conference
May 2009
Time and Effort
• If federal funds are used for salaries “time
distribution records” must be kept
• Must demonstrate that employees paid with
federal funds actually worked on the specific
federal program
• Type of documentation depends on the number of
“cost objectives” the employee worked on
• These cost objectives must be connected to the
employee’s salary source
• What is a cost objective?
– A specific grant award, or other category of costs, that
requires the grantee to track specific cost information
Time and Effort (Cont’d)
• If an employee works on a single cost objective:
– Semi-Annual Certification
– Signed by employee and supervisor every six
months
– Example: “I hereby certify that for the period January
1, 2009 through June 30, 2009 one-hundred percent
(100%) of my time and effort was spent on Title III
Administration.”
Time and Effort (Cont’d)
• If an employee works on multiple cost objectives:
–
–
–
–
–
Personnel Activity Report (PAR)
After-the-fact-record
At least monthly
Total activity for which the employee is compensated
Signed and dated by employee (supervisor may also
sign)
NAME
WEST VIRGINIA DEPARTMENT
OF EDUCATION
Enter your name here
OFFICE OF
INTERNATIONAL
SCHOOLS
MONTH/YR May-09
ALLOCATION OF WORK DAYS
HOW WAS THE DAY SPENT (IN HOURS)
DAT
WORK
Title SP
FLA PA WV TOTA O
AD CO
PR GR MO
Oth TOTA
E LOCATION NW III ED WL IS P R D
L N TRV M RR PD OD T N TA er
L
1
2Saturday
1.00
1.00
3Sunday
1.00
1.00
31Sunday
1.00
10.0
0
1.00
TOTALS
10.00
SP
FLA PA WV TOTA O
AD CO
PR GR MO
Oth TOTA
NW ESL ED WL IS P R D
L N TRV M RR PD OD T N TA er
L
% of Time
Equivalent Days
(Hr/7.5)
#DIV/0! #DIV #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!
#DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!
Total Scheduled
Work Days
Total Actual Hours
Worked (Days)
Date
Time and Effort (Cont’d)
• Quarterly comparisons of actual costs to budgeted
distributions
– If a variance of 10% or greater exists
• Adjust expenditures to reflect costs of the actual time
reported.
• In order to minimize future differences, adjust
estimated distributions for future payrolls to activity
performed in the previous quarter. This should help
minimize the difference in actual wages paid to time
recorded.
– If difference is less than 10%, may make adjustment
annually
Time and Effort (Cont’d)
PERIOD:
SALARY:
TOTAL HOURS FOR PERIOD:
BUDGETED AND PAID:
January-March, 2009
$45,000 annually/$11,250 per quarter (Includes fringe)
520 (Includes holidays and/or leave hours taken)
50% Title III and 50% local ($5,625 Title III and $5,625 local)
EXAMPLE 1
Hours as Recorded on Time
and Effort Records
% of Total
Adjustment of expenditures
for prior quarter required
EXAMPLE 2
220 Hours
Title III
300 Hours
local
350 Hours
Title III
170 Hours
local
42%
58%
33%
67%
NO
YES
None (Annual adjustment is
necessary when variance
<10%)
17% of salary expense for
the quarter (or $1,912.50)
should be moved from Title
III to local
Adjustment of budget for
future payments required
NO
YES
Amount of adjustment
required
NO
67% of $11,250 = $7,537.50
33% of $11,250 = $3,712.50
Amount of quarterly
adjustment required
Time and Effort-Example of PAR
Employee Name: ______________________________ Month:________________ Year:___________
Employee Signature:_____________________ Supervisor Signature:_____________________________
Title III
local
1
2
2
Annual/Sick/Holiday
Hours (Do Not
Include in Total
Hours)
4 AL
2
0
0
8H
0
3
2
6
0
8
4
4
4
0
8
8
40%
12
60%
Day of Month
Number of hours worked by
funding source
Total Hours
4
Etc.
Totals
% of Total
20
This example calculates the variance based on hours actually worked. If a
variance occurs and the prior quarter’s payroll records require an adjustment,
the adjustment will be made to all wages paid, so the adjustment will then also
align the payment of leave taken to correspond to hours worked.
Maintenance of Effort
• Time and Effort Records are not required for
contractual employees
• To maintain as much control as possible over federal
funds, it is important for the LEA to develop clear,
transparent and detailed contracts that clearly
delineate why services are reasonable and allowable
under the Title III program.
• Maintenance of Effort records will be monitored as
part of 2009-10 Consolidated Monitoring
Inventory Management
EDGAR §80.32(C)-(E)
Inventory Management-EDGAR §80.32(c)-(e)
• Equipment
– Federal definition of Equipment (OMB Circular A-122)
• Tangible personal property
• Useful life of more than one year
• Acquisition cost of $5,000 or more
– For purposes of maintaining Title III Inventory
• As above, except
– Useful life of more than one year, regardless of acquisition
cost
» PDAs, Computers, Cell phones, Copiers, Projectors, Etc.
Inventory Management-Equipment
• Must have adequate controls in place to account for:
– Location of equipment
– Custody of equipment
– Security of equipment
• LEA should have procedures in place and documentation
to track and account for the location and assignment of
equipment at all times
– A tracking system must be implemented for requesting and
signing out equipment to be used off-site
Equipment (Cont’d)
• Property records
– Description, quantity, serial number, model number or other ID,
acquisition date, cost, percent of federal participation and grant
award year, location, use and condition, and disposition data (to
include date of disposal and sale price)
– All blanks are to be completed
• Must be updated immediately when new equipment is
purchased
• Physical inventory
– At least every two years (LEA may require annually)
• Name of person and date of physical inventory is to be
recorded
• Evidence that the physical inventory is reconciled to inventory
records maintained at the LEA
• Control system to prevent loss, damage & theft
– All incidents must be investigated
Equipment (Cont’d)
• Must protect against unauthorized use
– May use for other projects as long as use is incidental and
does not interfere with authorized use
• When property is no longer needed, must follow
disposition rules
– Transfer to another federal program
– Over $5,000 – Keep or sell, but must pay a share based on
the percentage of federal ED participation at initial acquisition
– Under $5,000 – May keep, sell, or dispose of it with no
obligation to ED
• When property is lost, damaged or stolen
– Follow procedures in the WVDE Procedures Manual Capital
Asset System (Send copy of documentation to SEA)
Title III funds:
Required & Authorized activities
Administrative funds
Carryover & Reallocation
LEA Title III Required Activities
1. Increase English proficiency by providing high-quality
language instruction education programs (Title III
Section 3115)
2. Provide high-quality professional development to
classroom teachers
– Of sufficient intensity and durantion…
LEA Title III Authorized Activities
1. Upgrading program objectives and effective instruction
strategies
2. Improving instruction by acquiring materials, software,
assessment…
3. Providing:
– Tutorials and academic or vocational education
– Intensified instruction
4. Developing programs coordinated with other relevant programs
5. Improving the English and academic achievement
6. Providing community outreach programs, family literacy…
7. Improving instruction
8. Carrying out other activities that are consistent
LEA Title III funds
• Title III application Action Steps
http://wvconnections.k12.wv.us/documents/SampleActi
onSteps_000.doc
• Title III Scoring Guide
http://wvconnections.k12.wv.us/documents/TitleIIIEvalR
ubric0910.xls
• Administration Costs (Title III Section 3115)
• No more than 2% for administration (include direct and
indirect costs)
• Subgrant expenditures are:
– Allowable, applicable and reasonable
• Eliminate Carryover – Title III awards will be for 1 year
• *only in extenuating circumstances will the award be
revised
Questions and Answers?
• ED Elements & Indicators doc
http://www.wvcpd.org/cmsprgm.aspx?name=2009%2
0GATE&ProgramID=4
Summer Professional Development
• http://wvconnections.k12.wv.us/summerprogram.html
• http://www.wvcpd.org/cmsprgm.aspx?name=2009%2
0GATE&ProgramID=4
Thank You!