ESEA Directors Institute 2014

1. ESEA Directors Institute 2014 Fiscal Update Wednesday, October 8, 2014

2. “Crazy Eights” Eight crazy things you always wanted to know about FER’s and Revisions - but were afraid to ask

3. The Fiscal of ePlan • Final Expenditure Report (FER) and final reimbursements • FER and cash on hand • FER and carryover • FIFO • The “Fiscal Information As Of Date” • Revisions – when to do? • Revisions and reimbursement requests • Will everything be on ePlan someday?

4. Final Expenditure Report (FER) • Available only after July 1 • Final reconciliation of expenditures for prior fiscal year • Done as soon after July 1 as possible • Application must be in approved status • Enter total year-to-date expenditures and encumbrances through June 30

5. FER and Final Reimbursement • If final expenditures reported exceed cash already received, ePlan will generate a “Negative Balance Payment Auto-generated” – in other words, a reimbursement request • Shows on FY14 reimbursement request screens • Processes just like regular reimbursement request • Should be recorded as FY14 revenue – “Due from” or Receivable

6. FER and Final Reimbursement

7. FER and Cash on Hand • If final expenditures reported are less than cash already received, ePlan will show the difference as “Carryover Cash on Hand” • Shows on FY15 reimbursement request screens • Amount of cash on hand will be deducted from future reimbursement requests • Be sure to record cash on hand in your general ledger so you will balance at year-end.

8. FER and Cash on Hand

9. FER and Cash on Hand

10. FER and FIFO • In general, ePlan uses the oldest funds first • Oldest funds used automatically – no action required by districts • Beginning on July 1 • Current year funds (FY15) are used UNTIL carryover is moved from prior year • Once carryover is moved to FY15, ePlan begins using FY14 funds until they are fully expended • Do not have to wait until budget revision is complete – oldest funds will begin to be expended with first request after carryover is moved • ALL requests for FY15 expenditures are made in the FY15 application – you do not need to tell ePlan that you want to use carryover

11. FER and FIFO • Consolidated Administration and FIFO • In general, smallest contributing “pot” of money used first, then next smallest, then next, etc. • BUT – when carryover is moved, ePlan will look at oldest funds to see if any are from the contributors to Con Admin • Oldest funds will be used first, even if not from smallest contributing pot • New feature in Con Admin shows how much has been paid from each contributing fund, but not the year • Fiscal consultants or DOE staff can see additional information (e.g. FY14 v FY15 funds)

12. FER and FIFO

13. FER and FIFO

14. Fiscal Information “As Of” Date • Found on “Request” page of Reimbursement Request • Should reflect date through which expenditures are being reported • For salaries, it is the date through which the salaries were earned, NOT the date of the payroll • Example – if paid monthly on the 10th for the preceding month’s work, “As Of “ date would be September 30 (payroll date of October 10) • Is NOT the date on which you are making the request • This is critical as you approach the 15% carryover cap for Title I-A, or the ‘drop dead’ date for FY13 funds

15. Fiscal Information “As Of” Date

16. Revisions – When to do? • ePlan will automatically move application into “Revision Started” status • When carryover is moved into FY15 application • When allocation is changed (increased or decreased) • District moves application into “Revision Started” status • When you make a change in your plan and need to move funds • When you exceed a budgeted line item by more than 10% • Review budget to actual at least quarterly – make revisions if needed • Do not wait until it is time to complete the FER to do a revision • Is NOT the date on which you are making the request

17. Revisions and Reimbursement Requests • Reimbursement requests may be made while the application is moving through the revision process • Only amounts from the last approved application/revision are available • Budget changes will not be visible on reimbursement request screen until the revision is fully approved • Approval by last person in workflow for that grant (different for different grants); for example • LEA Authorized Representative approved for Consolidated Application • TDOE CTE Perkins Basic Reviewer Approved for CTE Perkins Basic • TDOE 21st CCLC Remaining Funds Director Approved for 21st Century • Hover cursor over each line item to see current approved / available amounts

18. Revisions and Reimbursement Requests

19. When will everything be in ePlan? • Year 1 - FY14 • ESEA formula grants • IDEA formula grants • All Final Expenditure Reports have been approved

20. When will everything be in ePlan? • Year 2 - FY15 • ESEA discretionary grants • IDEA discretionary grants • 21st Century grants • LEAPS grants (state funds) • School Improvement grants • Carl Perkins grants • Math Science Partnership grants • Coordinated School Health grant (state funds) • Voluntary Pre-K grant (state funds) • Safe Schools grant (state funds)

21. When will everything be in ePlan? • Year 3 - FY16 (Planned) • Basic Education Program (BEP) • Salary Equity • Career Ladder • Extended Contract • Other state payments • Internet Connectivity • Arts Commission Ticket Subsidies • Others to be determined • Long-term plan • Move all reporting from eReporting to ePlan • Retire eReporting and FACTS

22. When will everything be in ePlan? • TDOE Fiscal Contacts • Maryanne.Durski@tn.gov • Spencer.Yonce@tn.gov (payments) • Brenda.Staggs@tn.gov (ESEA grants management) • George.Amin@tn.gov (ESEA grants management) • Regional Finance Consultants • Brad.Davis@tn.gov • Brian.Runion@tn.gov • Cindy.Smith@tn.gov • Dustin.Winstead@tn.gov • Jackie.Broyles@tn.gov • Robert.Mynhier@tn.gov

23. Questions?

24. FRAUD, WASTE or ABUSE Citizens and agencies are encouraged to report fraud, waste or abuse in State and Local government. NOTICE: This agency is a recipient of taxpayer funding. If you observe an agency director or employee engaging in any activity which you consider to be illegal, improper or wasteful, please call the state Comptroller’s toll-free Hotline: 1-800-232-5454 Notifications can also be submitted electronically at: http://www.comptroller.tn.gov/hotline