LASAFAP Spring Conference LDE Presentation

2. LASAFAP Spring Conference LDE Presentation Agenda • eGMS Issues • FY 06/07 Update • FY 07/08 Update • FY 08/09 Application Preparation • Break 10:00 – 10:30 • FY 08/09 Federal Grants Update

3. eGMS Issues

4. Checking the Status of Your Application • You can check the Review Summary to track your applications and amendments Create Application Button Create Amendment Button to view and add in supplements Review Summary Button – to check the status

5. Here you can see exactly where your application is and whether or not it has been accepted or rejected by reviewers thus far. Checking the Status of Your Application

6. Removal of Expired Funds • Expired funds will soon be removed from your eGMS budgets • For IDEA and Preschool this will be 05/06 funds that expired 9/30/07 • For the Titles, this will be 04/05 funds that expired 9/30/07

7. Removal of Expired Funds • If you have a fund balance from these years you will see a reduction in your allocation and you will be over-budgeted on the affected pages • You will need to reduce these budgets through an amendment

8. FY 06/07 Update

9. FY 06/07 Fund Balances • Review of FY 06/07 Carryover balances based on 9/30/07 PER • Requests for Waivers will be going out to all LEAs that have exceeded the 15% cap in Title I and the 25% cap in Title IV • We do not have a waiver from USDOE for FY 06/07, so this waiver will count towards your limit of one every three years. • Everyone starts fresh this year - #1 for anyone making a request

10. FY 06/07 Fund Balances • Requests for Waivers under Title I should be sent to Bernell Cook with the Division of Education Improvement and Assistance • Requests for Waivers under Title IV should be sent to Terri Byrd with the Division of School and Community Support

11. FY 07/08 Update

12. FY 07/08 eGrant Application Status • 109 Applicants for the 2007-2008 Funding Year • 73Approved Applications • 20 Have Yet to Submit • 16 Pending Approval

13. FY 07/08 Allocations • Final FY 07/08Allocations will be available at the end of March • These are currently pending release of the 2/1/07 SIS data • You will need to revise your budgets to include these final supplements

14. Budget Amendments for FY 07/08 • If you have an application or amendment pending at LDE when the supplements are loaded, one of two things will occur: • If the application is rejected for modifications, you will have to include the most current allocation amounts prior to resubmitting • If the application is approved, you will have to create a new amendment to both view and budget the new allocation amounts • You must submit an amendment with your revised allocations budgeted within 60 days in order to avoid an interruption in payments. *The amendment does not have to be approved.

15. Periodic Expense Reports • 6/30 Periodic Expense Reports (PER) • 6/30 PERs must be completed on all programs for year end close out and submitted by 7/15/08 • This report should reconcile your expenditures for the entire fiscal year • This report determines your roll over amount • The approval of your 6/30 PER triggers the roll over funds that will be released into your FY 08/09 application budget

16. FY 08/09 Application Preparation

17. FY 08/09 eGMS Updates • FY 2008/2009 eGMS Applications • Applications inclusive of your tentative allocations will be available on April 1, 2008 • Applications will be due on or before June 1, 2008

18. FY 08/09 eGMS Updates • FY 08/09 Tentative Allocations • Projecting at 90% of FY 08 for Titles I, II and III along with IDEA Part B and IDEA Preschool • We anticipate a decrease in Title IV funding and we are projecting that the tentatives will be at 80% of the final FY 08 allocation • Title V will not be funded in FY 08/09

19. Tips for Budgeting in eGMS • You may not supplant local or state funds with these federal dollars • For IDEA, you may not supplant other federal funds either • You may not both direct charge a cost and include it in your indirect cost pool • You may not budget unallowable costs as set forth in Superintendent Pastorek’s memo from August 27, 2007 • Use the links in eGMS - • Instructions • NCLB & IDEA statute and Guidance • OMB Circular A-87 • Use the links to the Object Codes and Education Improvement Codes (EIC) to assist you in determining how to code appropriately

20. Common Errors in eGMS • Related Benefit coding should follow the coding of your salaries • All Parental Involvement and Homeless costs should be coded to EIC 31 • EIC 23 is for Professional Development costs. PD travel, consultants’ fees, PD supplies, PD stipends and substitutes for teachers participating should be under this code

21. Common Errors in eGMS • All tuition costs for School Board personnel should be coded to Object Code 200 • Tuition and stipends for non public employees should be coded to Object Code 500 • Supply sufficient detail for supplies, travel and property • Indirect Cost is not budgeted automatically – the maximum amount is calculated and you have to enter the amount you choose to budget

22. Common Errors in eGMS • Title IV • Student Incentives are not allowable under Title IV • You may only implement research based programs • Administrative Cap of 2% • Security Cap • You may only budget up to 20% of your grant for security supplies and equipment • You may budget up to 40% of your grant for security personnel and training • You may not exceed 40% total and never over 20% for supplies and equipment

23. Program Specific Application Preparation

24. Title I Intent and Purpose (SEC1001) • Meeting Educational Needs of Low-Achieving Children • Closing the Achievement Gap Between High and Low Achieving Children • School, LEA, and State Accountability to Improve Academic Achievement of All Students Especially in Low Performing schools

25. Title I Intent and Purpose (SEC1001) • Distributing and Targeting Resources Sufficiently to Make a Difference to LEAs and Schools Where Needs are Greatest • Providing Greater Flexibility to Schools and Teachers • Involving Parents in the Education of their Children

26. Factors for Prompt Approval • Submit Before LDE Monitoring Begins • Timely Addressing of Requested Modifications • Clarity of Budget Details • Strategy Planning Worksheet Evaluation Complete

27. Factors for Prompt Approval • Title IV Programs • Title II & V Program Specific Pages Complete • Upcoming Adjustments

28. Submission Before Monitoring • September 2008 (Beginning of Monitoring Season) • April 1st Live application (tentative allocations) • June 1st Submission Due Date

29. Addressing Modifications Timely • Retrieve Checklist for all Reviewers • Contact LDE for Clarity • LDE Email Modifications

30. Clarity of Budget Detail • Highlight Set-Asides • Highlight Supplemental Positions/Activities • Proper Identification of Administration Cost

34. Clarity of Budget Detail • Title I Equitable Services -Teacher/Paraprofessionals -Computer Technician -Supplies -3rd Party Providers -Reservations (i.e. PD, Parental Involvement, Instructional Programs)

36. Strategy Planning Worksheet Evaluation Component • Data Analyzed • Personnel Responsible • Timelines (Formative and Summative Assessments)

37. Upcoming Adjustments • SES/Choice Pages (If Applicable) • Private School Proportional Share Computation Automatic • Possible EIC Adjustment for Title I Budget Only

40. FY 08/09 Federal Grants Update

41. FY 08/09 Federal Grants Update • Current LDE Process: • LEAs have been allowed to obligate funds on July 1 regardless of the submission date of their application • Example: • Submission Date: December 31, 2007 • Approval Date: February 15, 2008 • Obligations allowed retroactive to July 1, 2007

42. FY 08/09 Federal Grants Update • EDGAR 76.708 reads as follows: • . . .to make subgrants on the basis of a formula, the State may not authorize an applicant for a subgrant to obligate funds until the later of the following two dates: (1)The date that the State may begin to obligate funds; or (2)The date that the applicant submits its application to the State in substantially approvable form

43. Substantially Approvable: • Definition: • eGMS – once an application is successfully submitted to LDE it is considered substantially approvable • Paper applications – once an application is submitted with all required components inclusive of original signatures it is considered substantially approvable

44. FY 08/09 Federal Grants Update • FY 08/09 LDE Process: • In order to obligate funds beginning July 1, LEAs must submit a substantially approvable application on or before July 1 • Example: • Submission Date: December 31, 2007 • Approval Date: February 15, 2008 • Obligations allowed retroactive to December 31, 2007

45. FY 08/09 Federal Grants Update • A memo detailing these changes will be forthcoming • The memo will provide a schedule of conference calls for LEAs to participate in to discuss this policy change • LEAs will be able to submit questions regarding this change for both electronic and paper grants to egms@la.gov prior to the calls so that they may be addressed by the LDE

46. To visit our website • Go to- www.louisianaschools.net • Tab to the bottom of page • Click on Management/Finance tab • Click on Education Finance • Click on Grants • This page contains information on the Grants Management Unit: Budget Forms Quick Reference Guide LAUGH Allocations

47. Questions • Budgets/Allocations • Mary.Cavalier@la.gov • Amanda.Joyner@la.gov • Rashaunda.Matthews@la.gov • Phone: (225) 342-6311 • Fax : (225) 219-4205 • eGMS • Jason.Berard@la.gov • Phone: (225) 342-0320 • Payments • Babs.Myers@la.gov • Phone: (225) 342-3780