Transcript Special Education Services

Closing the “eGAP” between
IDEA Program Budgets
Part B & Preschool
Presented by:
Erika Richburg
Education Specialist
Special Education Services
Alabama Department of Education
What is eGAP?
• eGAP = Electronic Grant Application Process
• The Federal Application for the following :
- Federal Programs Consolidated Application
-Career Technical Education
- Safe and Drug-Free Schools
- Special Education
- Technology Initiative
What does eGAP do?
Allows LEAs to:
 develop plans
 request funding
 provide expenditure reports over the internet
 submit applications and receive online approval
 track the application status
 send and receive automatic e-mail
correspondence
 complete all necessary fiscal processing
Who completes the Special
Education eGAP Application?
• Typically initiated by the LEA’s Special
Education Coordinator
• Upon completion, the application must be
approved by the following:
-Chief Financial Officer
-Superintendent
-State Special Education Services Delegate
-Team Accountant
Deadline for Submission
• eGAP applications are due by September 1.
• Applications that are submitted by that date
will be reviewed and must be in an approvable
form before funds can be dispersed.
Applications that are not received by the due
date may not be approved so that funds are
available by October 1.
CAUTION
• eGAP must be approved by the required
individuals before funds can be dispersed.
• Amendments are allowable, following the
same approval process (i.e., Chief Financial
Officer, Superintendent, etc.)
CAUTION
• ALL original budgets should be submitted for
approval no later than November 1.
• Fund expenditures cannot be made prior to
budget approval.
How to Access eGAP
http://egrant.alsde.edu/AcceleGrants/Default.aspx
Navigating the eGAP System
eGAP Address Book
Document Library
eGAP Section
Directions for
Completing eGAP
Document Library
Special Education Section
Document Library
LEA
eGAP My Profile
Key Features of the
eGAP System
Funding Application
Improvement Planning
eGAP Home Page
Funding Application
Funding Application Sections
Funding Application
Allocations Page
Funding Application
Supplemental Information
Funding Application
Assurances
Funding Application
Capitalized Equipment/Building Improvements
Funding Application
LEA Superintendent Assurances Confirmation
Funding Application
Substantially Approved Dates
Budget Matrix
Page 1
Budget Matrix
Page 2
Budget Details
Budget Details
Budget Details
Supported Services
Supported Services
Coordinated Early Intervening Services
Supported Services
Maintenance of Effort Flexibility
Allocations & MOE Flexibility
Supported Services
Support of School Wide Programs
Funding Application
Warning Symbols
Funding Application
Warning Message
Funding Application
Warning & Error Messages
Improvement Planning
“The Narrative”
Improvement Planning
System Plan Overview
System Plan Overview
CAUTION
There should only be
one major goal for
each area.
Example: One
Challenging
Curricula in this
LEA
Improvement Planning
Main Goal Details
Improvement Planning
Strategy Details
Improvement Planning
Action Step Details
Improvement Planning
Action Steps
Point of Consideration
Each GOAL, STRATEGY, and ACTION Step will
have 3 parts.
PART 1 – Description
PART 2 – Performance Measure
PART 3 – Estimated Cost
Note: An Action Step will also have a
Grant Relationship
Point of Consideration
When writing GOALS – STRATEGIES – ACTION
STEPS, consider the major areas of
expenditures that are budgeted in Funding
Application.
Point of Consideration
Written Goals, Strategies and Action Steps
should relate to one another. The
Strategy should not describe the
purchasing of material and supplies and
the action step describe the employment
of personnel.
SDE Review of LEA Budgets
COMPARE
Budgeting Tips
IDEA Part B & Preschool
Funds
ACCOUNTING SYSTEM
ALABAMA ACCOUNTING SYSTEM COMPONENTS
1 2
3
4
5
6
7
8
9
__/_/____/___/____/____/_/____/____
1 = Fund Type & Account Group
2 = Account Type
3 = ACCOUNT CODE (Function of Expenditure)
4 = OBJECT CODE
5 = Cost Center
6 = Fund Source
7 = Appropriation Year
8 = Program
9 = Special Use
Special Education Program Codes
The following Special Education Program Codes are used in
the budgeting process. These codes denote the funds
budgeted are used in providing special education services.
2300 – Grades Kindergarten through Six
2400 – Grades Seven through Twelve
2900 – Support Services
4712 – Preschool
LEA BUDGET SYSTEM IDEA PART B
Point of Consideration
The eGAP program groups object codes within a
range of numbers.
SALARIES EMPLOYEE BENEFITS PURCHASED SERVICE
(010 – 199)
(200-299)
(300-399)
Funding Code Updates
CODING
HEALTH SERVICES
VS
INSTRUCTION
Should I code Occupational Therapy and Physical Therapy as a health service
or an instructional service?
TESTING SERVICES
VS
PSYCHOLOGICAL SERVICES
Should I code a psychometrist as a testing service or a psychological service?
WORK STUDY SERVICES
VS
OTHER INSTRUCTIONAL STAFF SERVICES
Should I code a job coach as a work study service or other instructional staff
services?
Point of Consideration
BUDGET DETAIL PAGE
Decisions have to be made as to whether certain
personnel provide related services, or direct
services. Speech therapy is an example of this.
If the student is identified as Speech Impaired,
the service is a direct service. If the student is
identified a Specific Learning Disabilities, the
service would be a related service.
Things to Remember:
• Update all addresses in address book
• All expenditures budgeted in the eGAP budget
should be described in action steps. Notes
(descriptions) may be added in fiscal resources
and grant relationships for tracking purposes.
However, this will not substitute for the
description in the action steps.
When writing action steps to describe activities
refrain from using open ended statements
such as “will include but not limited to…” or
similar language.
When discussing personnel in action steps,
describe the personnel, such as “SPECIAL
education teachers”. Refrain from using
statements such as “hire appropriate
personnel to provide special education
services, or use terms such as “instructional
personnel”, “support personnel”, etc.
Note: IDEA funds are to be used to
provide special education services.
When discussing equipment, describe the type
of equipment and the location. It may also be
necessary to describe how the equipment will
be used.
Action steps should describe the activity by
discussing:
-what will be done
-where the activity will occur
-who will conduct the activity
If an action step is combined with other funding
sources (such as Title I), make sure the action
step discusses the activity as it relates to
providing special education services and has a
special education grant relationship
associated with the action step.
Note: A special education grant
relationship should not be added to
an action step which only discusses another
program’s activities.
When writing an action step which discusses
personnel, distinguish between “contracted”
and “employed”. Typically a “contracted”
person will be considered a purchased service
and not listed in budget details. An
“employed” person will be listed in the budget
details and an employee of the system who
receive benefits.
When making changes to eGAP, utilize the
comment section under the “Funding
Application Section” to describe what changes
are and where the changes are located in the
eGAP narrative/budget.
Function Code 2300-School Administration: This
code is typically used to describe personnel
and other expenditures occurring in a typical
school building. It is somewhat rare to code
expenditure here.
---------------------------------------------------------------Function Code 6000-General Administrative:
This code is typically used to describe
expenditures made for the system’s central
office. Special education coordinators,
secretaries, clerical assistance is typically
coded here.
• Funds Budgeted for ages 3-5 should be
budgeted in function code 9140.
• Correct all warnings before the budget is
submitted.
RESOURCES
Alabama Accounting Manual
How to access:
-Go to ALSDE website: www.alsde.edu
-Select the Offices tab
-Go to Office of Financial Management, and
click the (+) on the left.
-Select LEA Accounting
-Then double click on the Accounting Manual,
which is the first document listed on the page.
RESOURCES
eGAP Manual
Parts I & 2:
-Go to eGAP Home Page
-Click on Document Library
-Scroll down to the eGAP Section
-The eGAP manuals are located there
QUESTIONS?????