Federal Grant Training

1. Federal Grant Training

2. I. Title I-A Fiscal Requirements • To ensure Title I-A funds are in addition to regular services normally provided, three fiscal requirements must be met by the LEA: A. MAINTENANCE OF EFFORT (determined at SEA level) B. COMPARABILITY (required annually by LEA) C. SUPPLEMENT NOT SUPPLANT (page 3, Federal Programs Fiscal Guidance - April 2008)

3. A. Maintenance-of-Effort (MOE) • At the district level, the MOE provision requires that an LEA maintain its expenditures for public education from State and local funds from one year to the next. An LEA cannot reduce its own spending for public education and replace it with Federal funds

4. MOE (continued) • Guidance • Requirements/Programs that Apply • Failure to Meet Requirement-reduction of allocation • MOE Determination Chart • Preceding Fiscal Year Chart (pages 3-4, Federal Programs Fiscal Guidance - April 2008)

5. B. Comparability • A district must use State and local funds to provide services in Title I schools that are at least comparable to the services provided in schools that are not receiving Title I funds. • If the LEA serves all of its schools with Title I funds, the LEA must use State and local funds to provide services that, taken as a whole, are substantially comparable in each Title I school.

6. Comparability (continued) • Guidance • Requirement • Criteria for Meeting Comparability (page 5, Federal Programs Fiscal Guidance - April 2008)

7. C. Supplement, Not Supplant • The LEA may use Federal funds only to supplement funds available from non-Federal sources for the education of students participating in the Federal programs. In no case may the Federal funds be used to supplant—i.e., take the place of—funds from non-Federal sources.

8. Supplement, Not Supplant (continued) • Guidance • Targeted Assistance Programs • Schoolwide Programs • Presumption of Supplanting (page 6, Federal Programs Fiscal Guidance - April 2008)

9. II. Transferability • The purpose of this subpart is to allow States and local educational agencies the flexibility: • to target Federal funds to Federal programs that most effectively address the unique needs of States and localities; and • to transfer Federal funds allocated to other activities to allocations for certain activities authorized under Title I.

10. Transferability (continued) • Programs eligible to transfer and to receive transfers: • Title II-A Improving Teacher Quality State Grants • Title II-D Educational Technology State Grants • Title IV-A Safe and Drug-Free Schools and Communities • Title V-A State Grants for Innovative Programs • Limits on amount that can be transferred • Contact the SDE with questions (Susan Hansen, (schansen@sde.idaho.gov) (page 7, Federal Programs Fiscal Guidance - April 2008)

11. USDE Review of the SDE (Fall 2007) • In a recent USDE review of the SDE, we were informed that written policies addressing time certification and Federal time reporting are required. • LEAs must also have policies in place to cover these issues. • School may use the SDE policies as samples for the LEA policies.

12. III. Effect of Separation on Accrued Leave • Any accrued leave paid due to separation of employment cannot be paid with Federal dollars. • Vacation payout should not be paid using funds from Federal programs. If the separating employee worked in whole or part for a Federal program, a determination should be made as to the appropriate state-funding source for payout. (page 8, Federal Programs Fiscal Guidance - April 2008)

13. IV. Federal Time Reporting • Employees and their supervisors must certify all time reports are true and correct (SDE Policy 4.17 Federal Time Reporting) • Employees of Federal programs must use positive time reporting (SDE Policy 4.17.01 Employee Responsibility) • Any vacation, sick, holiday, etc. time off should be distributed using defaults (SDE Policy 4.17.02 Supervisor Responsibility) • Quarterly review and reconciliation on all Federal time reporting (SDE Policy 4.17.03 Program Coordinator/Director Responsibility) (page 9, Federal Programs Fiscal Guidance - April 2008)

14. Employee Responsibility • Employees are responsible to correctly charge actual time worked to the appropriate funding source(s) associated with any Federal programs. Employees should work with their supervisors to correctly code their timesheets.

15. Supervisor Responsibilities • Supervisors are required each pay period to verify that recorded hours were actually spent working directly on the Federal or other programs.

16. Program Coordinator/DirectorResponsibilities • The Program Coordinator or Director will discuss program needs with their Deputy Superintendent. Coordinators/Directors will closely monitor activities, expenses, and revenue of their program and report any deficiencies to their Deputy Superintendent and Accounting.

17. V. Websites • Elementary & Secondary Education Act http://www.ed.gov/policy/elsec/leg/esea02/beginning.html • Title I Fiscal Issues http://www.ed.gov/programs/titleiparta/fiscalguid.doc • Significant Guidance Documents http://www.ed.gov/policy/gen/guid/significant-guidance.doc (This site has guidance for all types of education entities. About halfway down the list is the section on Elementary & Secondary guidance documents.)

18. VI. Consolidated Plan Writing Workshops • Meridian • April 10-11, Meridian School District Office • Idaho Falls • April 14-15, Shilo Inn • Twin Falls • April 16-17, Red Lion Inn • Coeur d’Alene • April 29-30, Midtown Center • Moscow • May 1-2, Best Western University Inn