EOF Budget Workshop MARCH 2, 2015 BURLINGTON COUNTY COLLEGE MARCH 23, 2015 NEW JERSEY INSTITUTE OF TECHNOLOGY.

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Transcript EOF Budget Workshop MARCH 2, 2015 BURLINGTON COUNTY COLLEGE MARCH 23, 2015 NEW JERSEY INSTITUTE OF TECHNOLOGY.

EOF Budget Workshop
MARCH 2, 2015 BURLINGTON COUNTY
COLLEGE
MARCH 23, 2015 NEW JERSEY INSTITUTE OF
TECHNOLOGY
OSHE/EOF Central Office Staff
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Ms. Audrey Bennerson- EOF
Statewide Director
Statewide Coordination of the Educational
Opportunity Fund. Liaison to the EOF
programs as the county colleges and
independent institutions. OSHE administrative
practice officer, HESAA Board member, Armed
Forces & Veterans Council representative
[email protected]
(609) 984-2751
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EOF payments, expenditure reports, desk audits
and refunds
[email protected]
(609) 633-9528
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Ms. Shakia Williams –
Undergraduate Student Grants
Coordinator
EOF undergraduate student payment and
electronic processing
[email protected]
609 984-2631
Ms. Janis Flanagan- Assistant
Director
EOF budget/contract issues, liaison to the
senior public institutions and graduate EOF
student grant payment
[email protected]
609 984-2821
Ms. Barb An Reed Sanders –EOF
Accountant,

Website address:
http://www.state.nj.us/highereducation/EOF/EOF_Program
_Resources.shtml
Purpose of Budget Workshop
Respond to Legislative Audit Findings
http://www.njleg.state.nj.us/legislativepub/Auditor/740613.pdf
Orientation for new EOF Directors and institutional
budget managers
Outline the EOF budget/contracting process
including new features for FY16
Components of the EOF Contract
 Fiscal Year Contract Summary
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Page
Contract Signature pages
Contract Budget Attachment B1EOF program mission statement
and program goals & objectives
Contract Budget Attachment B2EOF Summer Support & Cost of
Education Budget
Contract Budget Attachment B3EOF Academic Year Program
Support Budget
 Contract Budget Attachment C1-
Summer Support & Cost of
Education Expenditure Report
 Contract Attachment C2Academic Year Article IV 1st
Interim Expenditure Report
 Contract Attachment C3- Academic
Year Article IV 2nd Interim
Expenditure Report
 Contract Attachment C4Academic year Article IV Final
Expenditure Report
Download FY 2016 Contract Documents from OSHE/EOF Website
http://www.state.nj.us/highereducation/EOF/EOF_Program_Resources.shtml
FY 2016 Contract Agreement Shell
Contract Budget Attachment B1
EOF Program Mission
Statement
EOF Program Goals &
Objectives
 Describe the overall purpose of
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the campus-based EOF program
Describe how your program’s
mission supports the overall
mission of your institution
Describe how your program’s
mission relates to the funding
source’s mission (OSHE/EOF)
List the services to be provided
Emphasize the unique qualities
of your program
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6 Mandatory Goals
Recruitment and admission: identify
program’s target population
Summer program goals
How the program addresses
students’ developmental skills needs
Student academic progress
How the counseling component
addresses student learning and
development
How program services address
student retention, (transfer to a 4year institution if applicable) and
graduation
FY 2016 Contract Attachment B1
Components of Contract Attachment B2- Summer
Program
Summer Program
Support Services
 Personnel salaries &
wages (do not include salary for
cost of instruction if students are
charged tuition for the course)
 Educational materials
& supplies (do not include cost
of textbooks for initial & renewal
summer program participants)
 Other administrative
costs
Initial & Renewal
Cost of Education
 Tuition
 Fees
 Room
 Board
 Books
 Stipends
 Insurance
FY 16 Contract Attachment B2
2015 Summer Program
New Features
Summer Program Budgets-Contract Attachment B2
Spend down Calculator
Line item budget descriptions
Enter your institution’s
FY 2016 EOF Art. III (& Art.
IV) allocation at the top of the
budget form, if you would like
to see the amount of
remaining funds as you
construct your budget .
The remaining balance will
appear at the end of the
budget form.
New worksheet tab to provide a brief
description of each item listed in the
summer support services budget
categories.
e.g. Administration
Summer Program Coordinator: serves as the
liaison to the EOF program director regarding the
non-instructional components of the summer
program (housing, food services and student
affairs) to ensure effective communication and a
smooth operation.
Grand Total of All Resources
Permits programs to add program support and cost
of education dollars allocated from all resources on
the last page of the budget.
Summer Program Budget
Transfers/Modifications/Adjustments
Notify your EOF program liaison by e-mail
Fully explain each change you wish to make:
(i.e. 24 initial students are enrolled rather than 25
moving $1,000 from EOF funded initial student tuition & $50 from EOF
funded initial student fees to renewal students’ books which will result in a
grand total of $1,050 in renewal student book costs funded by EOF)
Response to your budget modification request will be
returned by e-mail that should then be attached to your FY
2016 contract for expenditure report reference and audit
purposes.
The budget modification must be reflected in your summer
program expenditure report
Contract Attachment B3
Academic Year Article IV Program Support
 Outlines the budget for
the academic year support
program and the 12
month salaries and wages
for permanent program
positions
 Includes all resources:
EOF, institutional funds
and other sources; and
 Requires at least a dollar
for dollar match from the
institution and other
funding resources against
the EOF allocation
reference - EOF
regulation 9A:11-6.9 (c)
FY 16 B3 AY Art. IV Budget and Expenditure Reports
NEW FEATURES
Art. IV AY Budget-Contract Budget Attachment B3
Addition of Five New Budget Categories
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Spend down Calculator
“Annual Salary in Dollars” provide the annual salary for each position listed in
the personnel section of the budget
“Professional Development & Student Ldshp. Development Activities "itemize
expenses for staff registration fees for conferences, webinars & student
leadership conferences, etc.
“Travel” itemize travel expenses for professional staff development,
recruitment activities, student educational development and student travel for
leadership activities
Program Advisory Board (PAB)” itemize expenses for PAB meetings &
functions. Only programs that have a PAB (membership list, by-laws & minutes of meetings)
should list expenses. Otherwise leave this category blank.
NEW FEATURES
Art. IV AY Budget-Contract Budget Attachment B3
Line Item Description
 Use the new worksheet tab labeled “line item
description” to provide a brief description of each
item listed in each of the Article IV budget
categories
 e.g. - Educational Materials & Supplies: purchase
of textbooks for tutors @ a total cost of $500.00
Article IV Institutional Match
May Not Include
May Include
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The EOF campus program administrator’s
salary and fringe benefits;
Funds contributed or donated to the
institution by public agencies, private
organizations or individuals;
Real or personal property contributed or
donated to the institution by public agencies,
private organizations, or individuals;
The provision and maintenance of state of the
art technological equipment (such as
computer hardware, modems, fax machines);
Direct services rendered by other
institutional staff to the EOF program; and
All or a portion of any EOF staff member’s
salary, wages, or fringe benefits.
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Program reporting supervisors and other
high level institutional officers who are
required to serve all students;
Items and services normally provided to
students by the institution without charge;
Items and services normally provided to the
institution by other government agencies
without charge;
Charges incurred by the institution as
program costs but require no cash outlay by
the institution during the grant period;
Any cost incurred or contribution of services
made in a prior fiscal year
Article IV Funds Cannot Be Used to Pay For
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The EOF campus program administrator’s salary and fringe benefits;
Fringe benefits for 12-month EOF staff at public senior institutions;
Fringe benefits in excess of 21 percent of the salaries and wages paid by
EOF funds for 12-month EOF staff at community colleges and
independent institutions;
Employee benefits for academic year student assistants and part-time
personnel;
Transportation of students for normal commuting costs;
The cost of instruction for which students are charged tuition;
Other student costs that normally are covered by a student’s financial aid
package, such as fees, room and board, books, educational supplies,
transportation, and child care;
Lobbying, partisan political contributions, and/or fund raising activities;
The purchase of alcoholic beverages; and
Indirect expenses (such as space, heat, lights, postage, and telephone) that
exceed 10 percent of the total academic year Article IV allocation.
AY Article IV Budget
Transfers/Modifications/Adjustments
All AY Article IV budget transfers/modifications/adjustments must be
completed
before April 15, 2016
Campus programs may make budget transfers/modifications/adjustments for
current personnel budget items within the personnel lines, and current “other than
personnel" budget items within the other than personnel line without written
approval
Budget transfers between personnel budget items and other than personnel budget
items require the written approval of the EOF Statewide Director
Budget modifications for items that were not part of the original fiscal year contract
require the written approval of the EOF Statewide Director
All requests for budget modifications should be sent to the EOF Central
Office liaison assigned to your program
Submission of Completed Contract Documents to EOF
Central Office
Send contract document attachments via email to the EOF
program liaison assigned to your campus
This includes:
• Contract budget attachment B1 EOF Program Mission Statement and
Program Goals & Objectives - send as an unprotected word
document
• Contract budget attachment B2 Summer Program – send as an
unprotected excel document
• Contract budget attachment B3 Academic Year Article IV program
support funds - send as an unprotected excel document
THESE FORMS MUST BE KEPT IN THEIR ORIGINAL WORD
OR EXCEL FORMAT. DO NOT CONVERT TO PDF FORMAT OR
REMIT AS PASSWORD PROTECTED DOCUMENTS
Completing Contract Signature Pages
There are 2 contract signature pages. Both contract signature pages
should be signed where indicated by the institution’s president or
designee only, and returned as original documents by regular
mail to:
Ms. Janis Flanagan, Assistant Director
NJ Educational Opportunity Fund
Office of the Secretary of Higher Education
P.O. Box 542
Trenton, NJ 08625-0542
After the EOF Central Office staff completes the review of the fiscal
year contract documents, both contract signature pages will be signed
by the EOF Statewide Director and one copy will be returned to the
EOF Director by regular mail to affix to the institution’s copy of the
fiscal year contract.
FY 16 Contract Agreement Shell
Contract Attachment C1- Summer Program
Expenditure Report
Appears as eight worksheet tabs on contract budget attachment B2
Submission deadline date: September 15th
On the tab labeled “INT SSR” the grand total should equal the grand total
of initial cost of education in the “expended” column of the expenditure
report worksheet tab labeled “Sum COE Initials”
Likewise, on the tab labeled “Ren SSR” the grand total should equal the
grand total of the renewal cost of education in the “expended” column of
the expenditure report worksheet tab labeled “COE Renewals..”
FY 16 Expenditure Report Form C1
Contract Attachment C2
FY 2016 Article IV Expenditure Reports
Interim 1, Interim 2 & Final
Appears as worksheet tabs on contract budget attachment B3
Figures entered on the contract budget attachment B3 will
automatically transfer to the budgeted columns of all the
expenditure reports. Therefore, any corrections or amendments
made throughout the year will also transfer to the expenditure
reports.
Article IV
1st Interim Expenditure Report
Submission deadline is January 15, 2016
Reporting expenditure of Article IV academic year funds from July 1,
2015 thru December 31, 2015
Projecting expenditures from July 1, 2015 through March 31, 2016
Article IV
2nd Interim Expenditure Report
Submission deadline is April 15, 2016
Reporting expenditures from July 1, 2015 through March 31,
2016
Projecting expenditures from July 1, 2015 through June 30,
2016
Final FY 2016 Article IV payment based on total
projected expenditures through June 30, 2016
Article IV
Final FY 2016 Expenditure Report
Submission deadline is August 31, 2016
Report all expenditure from July 1, 2015 through June 30, 2016
Complete the personnel roster
Refund checks for total under expenditures of Article IV
funds are payable to the Treasurer, State of New Jersey
and should accompany the expenditure report
FY 16 Expenditure Report Forms
AY Article IV
C2- C4
Summer Program Desk Audit
FY 2016 Article IV Program Support Desk Audit
Disbursement
Summer Program Article III Allocation
Article III Summer program funds are disbursed in two payments
• Payment # 1 will = 75% of a program’s summer program Article III
allocation
• Funds are disbursed approximately 30 days after the Governor signs
the fiscal year appropriations act.
• Payment #2 = based on final expenditure report, desk audit and
balance
• The final payment will be disbursed only after summer program
expenditure report is received and reviewed.
Disbursement of AY Article III Undergraduate Student Grant
Funds
Institutions should divide their academic year Article III
allocations in half (think Fall and Spring semester)
For the the fall semester, institutions will receive an advanced
payment =75% of the first half of their allocation when HESAA
releases the funding
The disbursement of the remaining fall Article III funds are
based on the HESAA grant disbursement/reconciliation process
Spring semester advanced payments will = 75% of the total
Article III funds paid to the institution for the fall semester.
Disbursement of Article IV Academic Year Allocations
Campus programs will receive 75% of their academic year Article
IV allocation in late August, if they have completed the
contracting process and have an official signed FY 2016 contract
on file with OSHE/EOF
Campus programs receive the balance of their academic year
Article IV allocation during the month of May. The balance will
be based on the campus program’s projected expenditures on the
2nd interim expenditure report
Resources
OSHE/EOF Website
http://www.state.nj.us/highereducation/EOF/
EOF_Program_Resources.shtml